Edison State Community College · 17 hours ago
Administrative Assistant to the Vice President of Advancement
Piqua, Ohio, United States
Full-time
Onsite
New Grad, Entry Level
$29.44/hr - $29.44/hrEdison State Community College is seeking an Administrative Assistant to support the Vice President of Advancement, Strategic Planning & Partnerships. The role involves managing the Vice President's calendar, coordinating meetings and events, and providing administrative support to various departments within the College and Foundation.
AlumniE-LearningEducationHigher EducationUniversities
Responsibilities
Assist the Vice President with the operations of the Vice President's Office to include the coordination of meetings, events, financial reports and records, travel, and communication between the office and administration, staff, faculty members, adjunct faculty members, President’s Cabinet, President’s Council, The Edison’s Foundation Board (includes Executive Committee, Business Affairs Committee, Board Affairs Committee, and others as designated), students, and various committees and departments
Assist and support the Vice President’s reporting departments, which include Marketing, Advancement, Alumni, Partnerships, Strategic Planning, Grants, Center for Leadership Development, and The Edison Foundation
Plan, support and assist in internal and external fundraising/development activities including donor and public relations, direct mail appeals, planned giving, board development, special events, and other fundraising/development activities
Manages and makes recommendations regarding the budget for the Vice President’s Office and The Edison Foundation Board funding and budget
Represent the Vice President’s Office to internal and external communities
Serve as a delegate from the Vice President’s Office at community events
Create and/or coordinate campus-wide meetings, events, communications and presentations
Monitor key activities assigned by the Vice President to immediate staff via software and other means
Serve as the liaison between the Vice President’s Office and external organizations
Perform or coordinate the completion of the following office tasks: produce documents using various software and AI, produce spreadsheets, financial documents and reports for the College and Foundation, utilize financial and planned giving software, establish and maintain hard copy and electronic files; schedule meetings and appointments; and produce meeting minutes
Create, format and disseminate special reports, correspondence and publications of the Vice President including updates to The Edison Foundation Board and other internal and external constituents
Generate, process, and/or forward The Edison Foundation and College documentation as required relying on approved policies and practices, established deadlines, and obtain documents requiring administrator review and/or signature
Process purchase requisitions and invoices for college budget and The Edison Foundation budget
Process and inventory purchases of the Vice President’s Office and The Edison Foundation
Manage and maintain corporate and individual donor database files (Blackbaud Raiser’s Edge)
Discretionary, independent, and confidential judgment in processing of donations and preparation of acknowledgement letters, receipts, and other correspondence aligned with IRS regulations and College and Foundation administrative procedures
Maintenance of guest lists, gathering and preparation of registration materials, and performance of other duties to support College and Foundation events
Completion of The Edison Foundation's monthly financials including bank reconciliations, general ledger journal entries and financial statements
Manage, process and deposit all donations in coordination with the Business Office staff
Manage and process all donations, including bank deposits, bank/investment portfolio sweeps, and bank/investment portfolio check requests within GAAP guidelines
Work with Vice President, Business Affairs committee and auditors with all aspects of financial statements
Manage and assist with The Edison Foundation’s annual scholarship process, including application generation and processing, documentation, award processing, marketing, and related events including the annual scholarship celebration
Provide support to standing committees or ad hoc task forces and committees by scheduling meetings; preparing agendas; completing and distributing minutes; maintaining hard copy and digital files
Collaborate, schedule, and work with department student workers to increase efficiency and productivity
Perform other related duties as assigned
Assists the Vice President in regular review of Board policy, strategic plan, and processes for updates or changes, both for the College and Foundation
Reviews and edits all Board actions, resolutions or other items of business including assimilation
Coordinate all communication to The Edison Foundation Board, including confidential communications from the Vice President to the Board and information from various offices on campus
Serve as Secretary to the Edison Foundation Board to coordinate with all supporting documents for monthly board meetings, assorted Edison Foundation Board communications, travel arrangements, new board member orientations, committee chairs, etc
Provide support to the Vice President for The Edison Foundation Board development opportunities for the Board members including, but not limited to, logistical arrangements and necessary resources
Assist with the preparation of the Vice President’s Office and Edison Foundation Board for annual budgets, process travel reimbursements, prepare purchase orders, and monitor expenditures
Plan and organize special events, including but not limited to The Edison Foundation Board and Vice President’s travel
Qualification
Required
Perform a variety of administrative and professional functions to support the President, the Vice President, and The Edison Foundation Board
Manage the overall calendar of the Vice President including meetings, events, conferences, lectures and other commitments
Understand the mission, objectives, operations, and policies and procedures of Edison State Community College and The Edison Foundation
Coordinate, assist and direct the completion of administrative and office tasks
Exhibit a high degree of self-motivation, judgment, professionalism, and confidentiality
Assist the Vice President with the operations of the Vice President's Office
Coordinate meetings, events, financial reports and records, travel, and communication
Assist and support the Vice President's reporting departments
Plan, support and assist in internal and external fundraising/development activities
Manage and make recommendations regarding the budget for the Vice President's Office and The Edison Foundation Board funding and budget
Represent the Vice President's Office to internal and external communities
Serve as a delegate from the Vice President's Office at community events
Create and/or coordinate campus-wide meetings, events, communications and presentations
Monitor key activities assigned by the Vice President
Serve as the liaison between the Vice President's Office and external organizations
Perform or coordinate the completion of office tasks including producing documents, spreadsheets, financial documents and reports
Establish and maintain hard copy and electronic files
Schedule meetings and appointments; produce meeting minutes
Create, format and disseminate special reports, correspondence and publications of the Vice President
Generate, process, and/or forward documentation as required
Process purchase requisitions and invoices for college budget and The Edison Foundation budget
Manage and maintain corporate and individual donor database files
Exercise discretionary, independent, and confidential judgment in processing donations
Maintain guest lists, gather and prepare registration materials
Complete The Edison Foundation's monthly financials including bank reconciliations and financial statements
Manage, process and deposit all donations in coordination with the Business Office staff
Work with Vice President, Business Affairs committee and auditors with all aspects of financial statements
Manage and assist with The Edison Foundation's annual scholarship process
Provide support to standing committees or ad hoc task forces and committees
Collaborate, schedule, and work with department student workers
Assist the Vice President in regular review of Board policy, strategic plan, and processes
Review and edit all Board actions, resolutions or other items of business
Coordinate all communication to The Edison Foundation Board
Serve as Secretary to the Edison Foundation Board
Provide support to the Vice President for The Edison Foundation Board development opportunities
Assist with the preparation of the Vice President's Office and Edison Foundation Board for annual budgets
Company
Edison State Community College
Edison State Community College is a school in Piqua.
Founded in 1973
201-500 employees
Funding
Current Stage
Growth StageTotal Funding
$0.38MKey Investors
Ohio Department of Higher EducationOhio Department of Education
2025-04-01Grant· $0.18M
2022-04-08Grant· $0.2M
Leadership Team
James Lehmkuhl, CPA
Chief Financial Officer / Vice President of Finance & Institutional Effectiveness
Chad Beanblossom
Vice President of College Operations - COO
Recent News
Dayton Business Journal
2022-04-08
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