Office & Administrative Specialist Senior - Executive Assistant

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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 communications to support engagement, fundraising activities, and board operations. Ensures communications are accurate, consistent, and aligned with Foundation goals, timelines, and institutional standards.

• Coordinates and manages logistical planning for scholarship award banquets and other Foundation-related meetings, events, and celebratory activities. Oversees event administration, including the development and distribution of invitations, coordination of room reservations and catering arrangements, and tracking and reconciliation of RSVPs. Ensures events are executed accurately, professionally, and in accordance with established timelines and institutional expectations.

• This work requires independent planning, prioritization, and problem-solving, as well as a high level of attention to detail to support donor recognition, scholarship recipients, and stakeholder engagement.

• Administers and coordinates the Foundation's annual giving day and provides administrative leadership for employee giving campaigns, including the development and coordination of campaign communications, tracking participation, and ensuring timely and…