Office & Administrative Specialist Senior - Executive Assistant

## Office & Administrative Specialist Senior - Executive Assistant Apply locations:
Red Wingtime type:
Full time posted on:
Posted Todaytime left to apply:
End Date:
July 16, 2026 (28 days left to apply) job requisition :
JR##
**** All Job Postings will close at 12:01 a.m. CT on the specified Closing Date (if designated).
*****
* Working Title:

** Office & Administrative Specialist Senior - Executive Assistant
** Institution:
** Minnesota State College Southeast
** Classification

Title:

** Office & Admin Specialist Sr
** Bargaining Unit / Union:
** 206: AFSCME - Clerical and Office
** City:
** Red Wing
** FLSA:
** Non Job Exempt
** Full Time / Part Time:
** Full time
** Employment Condition:
** Classified - Unlimited
** Salary Range:
**** Job Description
** Under general supervision, provides comprehensive administrative leadership and support for the Foundation and Development program at Minnesota State College Southeast. This position is responsible for administering and coordinating the full range of administrative functions for a complex, externally facing program, including reporting, communications, award and scholarship processes, donor relations, and fundraising campaigns.

The incumbent independently researches, analyzes, and responds—both orally and in writing—to a wide range of technical and program‐specific inquiries on behalf of the Executive Director, often exercising judgment in situations where policies, procedures, or donor intent may be ambiguous. Responsibilities include managing the Foundation database; tracking and recording solicitations, contributions, and awards; administering the scholarship application and award process; leading alumni award activities;

and supporting alumni engagement.

The position oversees development communications, monitors compliance with donor restrictions and institutional requirements, and ensures timely and accurate processing of contracts, invoices, payments, and expenditures. Advanced proficiency with the Microsoft Office suite and related systems is required to support program administration, financial tracking, and reporting functions essential to the operation and success of the Foundation and Development program.
* Provides primary administrative and operational support to the Executive Director of Foundation and Development. Serves as the administrator of the donor database, ensuring the accuracy, integrity, security, and ongoing maintenance of donor and contribution records. Independently monitors and tracks donations; prepares donor acknowledgements and correspondence; manages mailing lists; and oversees the year‐end donor statement process.
* Utilizes advanced proficiency in Microsoft Office applications (including Word and Excel) to create, track, analyze, and report Foundation data; develop communications and Foundation materials; and draft correspondence on behalf of the Executive Director. Serves as the primary point of contact for donor inquiries, independently responding to routine questions and coordinating resolution of more complex matters related to donor relations and Foundation operations.
* Responsibilities include writing, proofreading, and editing Foundation documents and reports; recording, transcribing, and maintaining official minutes for Foundation Board meetings; and managing time‐sensitive written inquiries and administrative needs unique to Foundation and Development work. Maintains electronic files, databases, spreadsheets, backups, and printer configurations to ensure continuity of operations, data reliability, and effective administrative support for a complex, externally facing program.
* Manages proactive and timely communications with donors, independently drafting correspondence, responding to inquiries, and providing detailed information related to Foundation and Development programs, contributions, and initiatives. Exercises judgment and discretion when addressing donor questions and coordinating follow‐up to ensure clarity, accuracy, and compliance with institutional and donor requirements.
* Serves as a primary communications liaison for alumni, the Foundation Board, and community stakeholders, coordinating and managing…