Coordinator - Institutional Advancement

Duties/Responsibilities:

Percentage of Time:

Foundation Finances:

·         Monitors compliance with donor agreement guidelines

·         Coordinates with external accounting the to maintain office's books of accounts and record the Foundation's transactions in accordance with Nonprofit Accounting Standards and the established accounting policies and procedures of the Gwinnett Tech Foundation. Track all designations of gifts for disbursement to the college and for stewardship/donor relations reporting. Establish and maintain effective accounting policies and internal controls in coordination with the Executive Director of Institutional Advancement and the Board of Trustees.

·         Establishes new funds, process donation journal entries, investigate discrepancies and prepare detailed records and reports as required. Resolve fund related problems and follow up with departments on new projects/funds to be created. Prepares and distributes quarterly fund reports to various departments and appropriate Vice Presidents.

·         Oversees the Cash Management function, including banking relationships.

·         Reconciles donations received and calculation of interest and timely transfer of funds to appropriate accounts. Verifies wire transfers, online bank transfers, and reviews bank statements on a monthly basis. Process all account payable transactions and prepares check payments for signatures. Processes all Accounts Receivable for the Foundation and ensures proper billing procedures are functional and operational.

·         Develops cash flow forecasting and maintain a long-term cash forecast.

·         Assists in creating, monitoring and updating financial related policies and procedures. Develop and oversee accounting policies and procedures to meet both current and future business models.

·         Undertakes budget monitoring activities; assist with budget revisions and preparation of the annual budget; Process all Office of Development purchasing for equipment, supplies and special requests and apply transaction to department budget for record keeping. This involves knowledge and selection of appropriate purchasing procedures, preparing, filing, following up on all associated requisitions, purchase orders, related paperwork, vendors, and maintaining detailed hardware, software, license agreements, and other information.

·         Monitor and appropriately classifies donation revenue, accounts for restrictions appropriately, and manages the tax receipting process.

·         Maintain appropriate documentation and files as support for all transactions; responsible for entering all gifts and donor designations into Raisers Edge.

·         Ensure that Foundation registration or permit renewals are completed as well as in compliance with all internal policies and relevant regulations and ensure filings are completed in a timely manner.

·         Assist the external auditors in the year-end audit of the financial statements by preparing schedules or accounting reports needed. Ensures that all tax filings are sent to appropriate government agencies by established deadlines.

·         Compiles relevant information for preparation of the financial section of the annual report.

·         Responsible for the management of the Foundation's Insurance and Risk Management program and the annual insurance renewal process and ensure appropriate coverage is maintained at all times.

25%

Operations of the Gwinnett Tech Foundation

•         Coordinate and schedule all activities in preparation for Trustee and committee meetings.

•         Records and distributes minutes and other relevant information to appropriate participants in a thorough and timely manner.

•         Maintains official records of Foundation minutes and makes necessary changes to the Bylaws.

•         Assists Executive Director with establishing all meeting dates and sets the annual calendar for meeting dates for the Board of Trustees and all committees.

•         Serves as point of contact for all Trustees and communicates information to appropriate parties.

•         Oversee the Policy and Procedure Manual for the Gwinnett Tech Foundation. Ensure regular updates are performed by responsible parties.

25%

Administrative

•         Accurately and quickly creates various reports, forms, memos, emails, and letters as assigned.

•         Provides support for goals and initiatives of the Office of Institutional Advancement established by the Executive Director and the VP of Institutional Advancement.

•         Assists in the coordination of Gwinnett Tech Foundation special events.

•         Assists in the implement of a comprehensive communication plan with prospects, donors, alumni, volunteer members, governing boards, elected official, retirees, and faculty and staff.

•         Prepares work orders, travel requests, and purchase orders.

•         Routes incoming and outgoing correspondence and messages accurately and in a timely manner.

•         Assists in preparing mailing lists and labels for special events and/or campaign communication pieces.

•         Makes arrangements for meetings and campus tours, including reserving room and golf cart/vehicle needs, providing materials, assembling information packets and scheduling necessary audio-visual equipment.

•         Designs, establishes, and maintains a filing system for paper and electronic documents in such a way that makes it possible for the department to retrieve documents from the filing system.

•         Records minutes for staff meetings, Board of Trustees quarterly meetings, Board of Trustees ad hoc committee meetings, and others as assigned.

•         Assist with maintaining all office equipment and copier and prepares necessary work orders as needed.

•         Coordinates the Institutional Advancement Calendar. Assures that appointments are properly scheduled, meeting facilities arranged, attendees confirmed, and pre-meeting materials are properly distributed in advance.

•         Acts as the administrative contact for key resource development volunteers, trustees and major accounts using extraordinary customer service and professional demeanor.

15%

Resource Development & Research

•         Assists in the implementation of a comprehensive resource development program to include the annual fund, special funds, major gifts, planned gifts, and capital campaigns.

•         Provides administrative support for the Executive Director and Institutional Advancement staff including support of the development donor database and adherence to guidelines and policies.

•         Interacts extensively with the staff regarding the usage of the donor database ensuring that accurate information is maintained about relationships with potential gift prospects.

•         Creates, maintains and searches databases and manipulates data to produce lists, mailing labels, and merged letters.

•         Assists in the tracking and monitoring of resource development activities.

•         Coordinates with development staff on the gift/pledge processing procedures including correspondence to donors or prospects.

•         Assist with donor relations programs.

•         Assist with impact reports and stewardship of gifts.

•         Provide research on local, regional, and national funding sources, to include individual, corporate, foundation, and major gifts prospects.

•         Adheres to recognized fundraising and research ethics policies and standards.

25%

Creates and maintains a high-performance environment characterized by positive leadership and strong team orientation

·         Remain competent and current through self-directed professional reading, developing contacts with colleagues, attending professional development training, and attending training.

·         Compiles and reports metrics on an annual basis to assess the performance in awarding privately funded scholarships and financial stewardship.

·         Ensure consistent high-quality service delivery to all levels of customers and coworkers.

·         Oversee the continuous improvement of Accounting and Financial Processes and the development of the team with the goal to achieve best practices and optimal output.

·         Assure donor confidentiality as well as the confidentiality of the projects undertaken by conducting all personal contacts and communications with donors in a professional manner.

·         Facilitate good donor relations by representing the college at functions and meetings as assigned and working with donors and potential donors, students, friends, alumni and various constituencies of the college to strengthen their ties to Gwinnett Technical College.

·         Performs other duties as assigned in the fulfillment of the needs, philosophy, and purpose of Gwinnett Technical College.

10%

Physical Demands:

 Frequency

(N)Never, (O)Occasionally or (C)Constantly

Requires operation, access, or control of financial resources.

(C)

Requires having a P-Card.

(C)

Driving is a responsibility of this position.

(O)

This position will have direct interaction or care of children under the age of 18 or direct patient care. 

(N)

This position will have Security Access (e.g., public safety, IT security, personnel records, patient records, or access to chemicals and medications).

(N)

This position is a stationary position, often standing or sitting for prolonged periods with or without reasonable accommodation.

(C)

This position requires moving about to accomplish tasks or moving from one worksite to another with or without reasonable accommodation.

(O)

This position requires the ability to adjust or move objects up to 15 pounds in all directions with or without reasonable accommodation.

(O)

This position requires the ability to repeat motions that may include the wrists, hands and/or fingers with or without reasonable accommodation.

(C)

This position requires the ability to operate machinery and/or power tools with or without reasonable accommodation.

(N)

Operating motor vehicles or heavy equipment with or without reasonable accommodation.

(N)

Noisy environments.

(O)

Medium work that includes moving objects up to 50 pounds with or without reasonable accommodation.

(N)

Light work that includes moving objects up to 20 pounds with or without reasonable accommodation.

(O)

Heavy work that includes moving objects up to 100 pounds or more with or without reasonable accommodation.

(N)

Work in outdoor elements such as precipitation and wind.

(O)

Assessing the accuracy, neatness and thoroughness of the work assigned.

(C)