Foundation Administrative Specialist

Description

Position Title: Foundation Administrative Specialist

Department/Unit: Engagement

Classification: Specialist II

Status (exempt/non-exempt): Non-Exempt

Grade: $20.73 Per Hour

Reports to: Director of Advancement

Percentage: 40% (16 hours per week)

Annual/Academic year: Annual

This Position Application closes on 07.22.2025

An Application is complete when the following have been uploaded:

• A Resume
• A Cover Letter

In support of our mission, all OCCC employees demonstrate commitment to: 

• Participation in cross-functional collaboration across the College. 
• Continuous improvement. 
• Understanding that student success is at the center of every staff position at the College. 
• Having an entrepreneurial mindset and propensity to “see what is possible.” 
• Exhibit collegiality and respect for everyone. 
• Being excited about and committed to advancing OCCC’s future: continued independent accreditation, growth and a great place to work. 

Location: Central County Campus – Newport, OR

Telework Status:

Regular telework is not a feature of this position. At the Supervisor's discretion, exemptions may be made for special projects or responsibilities requiring periodically needed focus time.

Position Summary

Under the direction of the Director of Advancement, the Foundation Administrative Specialist supports college fundraising, the foundation board, the scholarship process, and manages the donation database. This position may occasionally work with the Marketing Coordinator to cover events and college activities.

Duties and Responsibilities

Project Management

Friend/Fundraiser Events

• Create and maintain guests lists, develop and ensure supporting documentation for all events, provide event follow up documentation as needed.
• Responsible for any meeting notes during events.

Scholarships

• Coordinate OCCC Scholarship process
• Create/update application and agreement form, prepare applications for review, coordinate committee activities, provide official notification to recipients and donors.

Foundation Board

• Coordinate quarterly meetings, committee meetings, and annual retreats, provide materials in requested format, record and transcribe meeting minutes. 

Donation Database Management

• Maintain records for all donations in third-party software. 
• Prepare individual donor acknowledgement/thank you letters, reports as scheduled and complete necessary year end documentation

Miscellaneous

• Support the Marketing Coordinator, as needed.
• Participate in training, in-services and professional development.
• Support student success through participation in college committee work, Welcome Week, OCCC Cares, Commencement and/or related activities.
• Performs other duties, as assigned, that support the College’s mission.

The list of essential functions is intended to be representative of the tasks performed by this position. The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position.

Supervisory Responsibility

This position does not have any supervisory responsibility but may lead the work of Student, Volunteer, and/or Temporary Staff assigned to the area.

Leading Work includes:

• Train and orient new hires in position tasks.
• Provide instructions on work tasks.
• Offer guidance, encouragement, and answer questions to ensure work tasks are completed efficiently.

Requirements

Qualifications

Minimum Qualifications

• High school diploma or GED.
• Two years’ experience in office administrative support services.

Preferred Qualifications

• Associate degree in any field.
• Previous experience working in a non-profit or fundraising environment.
• Experience in fundraising event management.
• Experience in developing and presenting written communications in a variety of formats: correspondence, flyers, newsletters, or websites.
• Bilingual – Spanish

Knowledge, Skills, and Abilities Qualifications

• Ability to multi-task and prioritize effectively while maintaining accuracy and attention to detail.
• Knowledge of contemporary office practices, procedures, and techniques.
• Ability to rapidly learn and apply new information and concepts within the functional areas.
• Excellent organizational skills and attention to detail.
• Perform keyboarding functions with speed and accuracy.
• Utilize computer technology to access data, maintain records, generate reports, and communicate with others.
• Initiative, flexibility, and the ability to work effectively both with and without supervision, in the areas of creative problem-solving, conflict resolution and appropriate decision-making.
• Ability to work effectively independently and as a team member.

Working Environment & Physical Requirements

While performing the duties of this job, the employee is: 

• Frequently required to sit, see and talk or hear. 
• Often required to have mobility to move between offices, classrooms, and floors.
• Use hands to finger, handle or operate computers, objects, tools or controls.
• Reach with hands and arms. 
• Light physical exertion with occasional, bending, stooping, pulling, and moderate lifting.
• Occasionally lift and/or move up to 25 pounds and have the ability to carry equipment and tools of moderate weight, using arms and hands. 
• Specific vision and hearing abilities required by this job include close vision and the ability to adjust focus, and complete and maintain various types of records. 
• Ability to hear the conversational voice and effectively communicate responses. 

Work occurs in an office environment with potential for interruptions and background noise.

Assignment will include presence at all primary OCCC locations and may include evening and weekend work. Travel between College sites and other locations will be required. Occasional travel and overnight stays outside of Lincoln County may be required for training and other purposes.

The use of tobacco and smoke-emitting materials and devices including electronic cigarettes, is prohibited on all of the college’s campuses, including OCCC’s building exteriors and parking lots.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

We strive to recruit, develop, and retain the most talented people from a diverse candidate pool, and we encourage applications from persons with varied backgrounds and perspectives. 

In support of Oregon Veterans Preference in Public Employment, we encourage veterans and veterans with disabilities to explore employment opportunities at Oregon Coast Community College.

All positions at Oregon Coast Community College are required to be available for work onsite as requested by the college. 

Employees must maintain Oregon residency as a condition of employment.

Federal law prohibits the College from employing an individual who has not provided documentation for verification by the third day of employment.

Contact Human Resources if you need assistance and/or an accommodation to aid your participation in our hiring process, contact Human Resources at 541-867-8515.

• Notice of Affirmative Action Policy- It is the policy of Oregon Coast Community College not to discriminate on the basis of race, color, sex, sexual orientation, gender identity,  marital status, religion, national origin, age, disability, veteran status, or family relationship (ORS 659.340), in admission and access to, or treatment in, employment, educational programs, or activity as required by Title IX of the Educational Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, the Age Discrimination Act, Americans with Disabilities Act, the Civil Rights Act of 1991, and their implementing regulations.