Administrative Assistant - Development

Title: Administrative Assistant (Part-Time/Regular)

Employee Classification: Clerical/Support Staff 

Institution: Northeast State Community College

Department: Development

Salary: $22,023 - $25,028 ($16.94 - $19.25 per hour), dependent on education and experience; 25 hours per week

Job Summary

Reporting to the Director of Development, the Administrative Assistant is responsible for supporting daily operations and serving as the primary point of contact for the office. They will oversee multiple budgets, process purchasing and travel documents, provide day-of-event logistical support, and assist with routine CRM functions.

Job Duties

• Prepare correspondence, agendas, board and committee meeting materials, and minutes; schedule meetings, maintain calendars and coordinate logistics.
• Enter gifts, pledges, sponsorships, and contributions into the CRM accurately and on schedule, per institutional and foundation policy.
• Assist with routine CRM report pulls supporting stewardship. Create weekly and monthly donor tracking reports to ensure timely thank-you notes and updates.
• Assemble audit, compliance, and reporting documentation under the Director's guidance and direction.
• Maintain organized electronic and physical filing systems, including scanning and retention of signed agreements.
• Provide day-of logistical support for development events — registration, materials, setup, vendor/catering coordination. 
• Perform other related duties as assigned by the Director of Development in support of the Foundation's mission and strategic priorities.
• Prepare purchase requisitions, invoices, travel authorizations, travel claims, and supply requests; track expenditures, report budget variances, and reconcile budgets and purchases monthly.
• Complete other assignments as directed by supervision.

Minimum Qualifications

• Associate's degree from an accredited institution and one year of administrative support experience. from an accredited institution
• OR High school Diploma and two years of administrative support experience.
• Proficiency in Microsoft Office applications, particularly Excel, Word, and Outlook.

Preferred Qualifications

• Experience working in higher education.
• Experience supporting executive leadership, boards, and committees.
• Experience working with donor databases and or CRM systems.
• Conversational ability or fluency in a language other than English

Knowledge, Skills, and Abilities

• Excellent organizational and administrative skills.
• Strong attention to detail and accuracy.
• Ability to maintain confidentiality regarding donor, financial, and institutional information.
• Strong customer service and interpersonal skills.
• Excellent written and verbal communication skills.
• Ability to work independently and as part of a team.
• Ability to manage multiple projects and deadlines simultaneously.
• Strong problem-solving and follow-up skills.
• Ability to interact professionally with donors, board members, community leaders, faculty, staff, and students.
• Technology Skills: MS Office suite; videoconferencing software; digital records management systems; general operating systems and data information systems

For assistance regarding the job ad, application process, or application status, please contact the Office of Human Resources at 423-323-0204 or

HRstaffing@northeaststate.edu

Special Instructions to Applicants: To be considered for a position at Northeast State, you must create an online application. A resume and unofficial transcripts are required; a cover letter is optional. You will also be required to provide the contact information for a minimum of three (3) professional references. References WILL be contacted if you are selected for an interview. Your skills, abilities, qualifications, and years of experience will be evaluated using only what is recorded on your application. Please note that attaching a resume does not substitute for completion of the application form. Part-time work experience is calculated at 50% of full-time experience.