Date: January 8, 2015
Title of Position: Assistant to VP for Institutional Advancement/Exec. Director of BCC Foundation
Salary: Low $50s with benefits
Effective: April 2015
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Position Overview (Please see attached Position Description Specifications for more detailed information.)
Reporting directly to the Vice President for Institutional Advancement/Executive Director of the BCC Foundation, the Assistant provides administrative assistance to the VP in the performance of a wide variety of duties including, but not limited to: complete responsibility for several programs and initiatives; shared responsibility for the planning, organization, and coordination of fund-raising activities and special projects; and generation of data to support programming. The Assistant is also responsible for bookkeeping functions including administration of BCC Foundation scholarships, bank accounts and monthly financial reports; initiation and actualization of all transfers of funds; and serving as liaison with the Foundation Board, Treasurer, and Auditor. The Assistant also serves on college committees and performs related duties as appropriate.

Qualifications:
• Associate’s degree required; Bachelor’s degree preferred
• 3-5 years of experience providing high-level administrative support, preferably in advancement/fundraising/development-related environment
• Significant experience in bookkeeping and finance; experience and skill in managing complex and substantial budgets
• Ability to maintain appropriate confidentiality, work independently, manage multiple projects effectively, and meet deadlines with attention to detail in a fast-paced environment
• Ability to work effectively in environment that requires adherence to college, state, and federal regulations, policies, and procedures
• Ability to maintain open and welcoming environment with diverse populations, while respectfully communicating and observing appropriate guidelines
• Strong analytical and problem-solving skills
• Excellent written, verbal, and interpersonal communication skills
• Proficiency in Word, Excel, and PowerPoint; ability to learn and use new software and technologies as required
• Strong commitment to and understanding of the community college mission

Additional information: Source of Funding: 01
Area of Assignment: Institutional Advancement
Supervisor: VP for Institutional Advancement/Exec. Director BCC
Foundation

MCCC 0 AFSCME 0 DCE 0 Non-Unit 1 Full-time 1 Part -Time 0

Review of applications begins January 26, 2015 and continues until position is filled. For consideration, please submit cover letter, resume, and contact information for three current professional references to Human Resources Office, Berkshire Community College, 1350 West Street, Pittsfield, MA 01201 hbailey@berkshirecc.edu

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Berkshire Community College is an affirmative action/equal opportunity institution and does not discriminate on basis of race, creed, religion, color, gender, gender identity, sexual orientation, age, disability, genetic information, maternity leave, military service, and national origin in its education programs or employment. All inquiries concerning application of the above should be directed to the Deborah Cote, Vice President for Human Resources, Affirmative Action Officer, and Coordinator of Title IX and Section 504, at 413-499-4660, ext. 1022, Susan B. Anthony Annex Building, Room A19.

Berkshire Community College
Position Description Specifications
Position Title: Assistant to the Vice President for Institutional Advancement and Executive Director of the BCC Foundation
Position Summary
Reporting directly to the Vice President for Institutional Advancement/Executive Director of the BCC Foundation, the Assistant provides administrative assistance to the VP in the performance of a wide variety of duties including, but not limited to: complete responsibility for several programs and initiatives; shared responsibility for the planning, organization, and coordination of fund-raising activities and special projects; and generation of data to support programming. The Assistant is also responsible for bookkeeping functions including administration of BCC Foundation scholarships, bank accounts and monthly financial reports; initiation and actualization of all transfers of funds; and serving as liaison with the Foundation Board, Treasurer, and Auditor. The Assistant also serves on college committees and performs related duties as appropriate.
Essential Functions
• Provides administrative support to Vice President for Institutional Advancement and Executive Director of the BCC Foundation.

• Serves as Database Manager for Fundriver (accounting program), DonorPerfect (donor/alumni database), and AcademicWorks (on-line scholarship program). Responsible for researching, installing, learning, and managing current and new software.

• Plans, organizes, coordinates, implements and assumes full responsibility for the Foundation Scholarship Program and Awards Night. Serves as chair and member of Scholarship Campaign committee to develop, review, and rank student scholarship applications; serves as liaison to outside stakeholder/donors/high schools; coordinates final distribution of scholarship funds; trains and recruits evaluators. Tracks and processes all scholarship payments in tandem with financial aid and student billing. Works closely with students to provide scholarship dollars where and when needed. Manages the on-line scholarship application program (AcademicWorks).

• Coordinates attendant activities and details related to Advancement and Development initiatives such as outreach efforts into the community; Annual Fund Campaign; Alumni Development activities; Fund-raising projects; and Capital Campaigns. Full responsibility and management of the donor/alumni database (DonorPerfect): input all gifts, provide timely reports, export mailing lists and any other data required, and train users. Maintain on-line giving components.

• Manages a large and growing volume of donated dollars: scholarships, funds, and operating monies which require bookkeeping knowledge and skills. Full responsibility for establishing and maintaining all records related to investments, transfers, and payments. Main point of contact with outside bookkeeper, auditor, and Foundation Treasurer. Performs significant bookkeeping duties: deposits, maintains and records fund-raising pledges and donations. Assures monthly reconciliation of gifts and transactions in order to balance with bank accounts. Full responsibility and management of investment and fund accounting system (Fundriver).

• Maintains databases for various other programs and campaigns as needed. Identifies and utilizes software programs and spreadsheets to maintain records.

• Serves as point of contact for the BCC South County Center as the Foundation owns the building and has three tenants. Along with the Executive Director of the Foundation, deal with any landlord issues that arise.

• Creates and composes a variety of correspondence related primarily to fund-raising efforts including but not limited to pledge acknowledgements, pledge reminders, thank you letters, and provides information to donors, potential donors, scholarship awards, and other general correspondence for the division.

• Serves as Recorder for the Foundation Board; takes and transcribes board minutes. Serves as a liaison for the Foundation Board and the general public.

• Serves as liaison with the college Business Office, Billing Office, Financial Aid, and Academic Divisions and provides bookkeeping records to same when appropriate.

• Monitors budgets for division including purchases and funds by account line item. Detects and investigates variances as appropriate.

• Provides administrative support for the division as requested. Maintains other records and prepares various periodic and special reports as requested (Annual Report, Newsletters, Book Loan Program). Works closely with the Director of Development in all aspects of job responsibility and provides custom reports when needed.

• Has training responsibilities to all other staff, especially new staff.

• Coordinates and/or participates in various special projects/events and/or serves on campus committees.

• Supervises Work Study Students.

• Performs other duties necessary within the division.
Qualifications
• Associate’s degree required; Bachelor’s degree preferred
• 3-5 years of experience providing high-level administrative support, preferably in advancement/fundraising/development-related environment
• Significant experience in bookkeeping and finance; experience and skill in managing complex and substantial budgets
• Ability to maintain appropriate confidentiality, work independently, manage multiple projects effectively, and meet deadlines with attention to detail in a fast-paced environment
• Ability to work effectively in environment that requires adherence to college, state, and federal regulations, policies, and procedures
• Ability to maintain open and welcoming environment with diverse populations, while respectfully communicating and observing appropriate guidelines
• Strong analytical and problem-solving skills
• Excellent written, verbal, and interpersonal communication skills
• Proficiency in Word, Excel, and PowerPoint; ability to learn and use new software and technologies as required
• Strong commitment to and understanding of the community college mission