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Program Specialist 3 - Foundation (Internal)
Job Description
DESCRIPTION
BENEFITS
QUESTIONS
South Puget Sound Community College (SPSCC) seeks a highly motivated and qualified individual for the position of Program Specialist 3 in the College Foundation.
The Program Specialist 3 provides fiscal, scholarship, and grant support and manages the donor database for the College Foundation.
South Puget Sound Community College is committed to increasing its cultural diversity with an emphasis on equity and inclusion among its professional staff. A firm understanding of anti racist policy development coupled with the skills to eliminate barriers that harm underrepresented people is a college requirement. The students that we serve come from a variety of backgrounds. On average, 43% of SPSCC students are people of color. We strongly encourage members of the underrepresented groups, veterans, and bi- or multi-lingual individuals to apply for this position to help meet the needs of our diverse students and service district.
And if that isn't enough? We also offer:
- A healthy work/life balance for our employees with the opportunity for flexible work schedules and remote work depending on position and college needs
- Fine dining in the Percival Room, offering vegetarian, vegan, and gluten-free choices as part of our Culinary Arts and Baking & Pastry Arts programs
- The Clipper Coffee Corner serving Batdorf & Bronson coffee and a selection of delicious food items from our baking/culinary students
- A brand new Health & Wellness Center
- FREE Bus service every 15 minutes to downtown Olympia and beyond
- FREE parking on our campuses – permits are not required
- On-campus child care
- Percival Creek, which runs beneath our campus footbridge, provides year-round beauty and views of Chinook, Coho, and chum salmon pass through each fall
- Many walking paths that are marked and on nicely paved sidewalks
- SPSCC promotes wellness with a variety of different workshops and events on campus
- Lots of activities with our Artist & Lecture series, which are FREE for staff and faculty
- Many community events in the Kenneth J. Minnaert Center for the Arts
- Employee Resource Groups (ERGs) that offer an opportunity for SPSCC employees to gather and connect around issues that define them personally, and which affect their work at the College and their professional development. Current Employee Resource Groups include:
- Staff and Faculty of Color (SFOC) ERG - an employee network which strives to create an intentional and relational foundation for community and trust building across different groups through shared values.
- The LGBTQIA+ ERG creates a space for LGBTQIA+ staff and faculty at the college to share resources, build support and community, and work towards greater equity and accessibility.
Work in collaboration with Foundation Development staff to support fundraising efforts through donor database management:
- Primary manager of Foundation donor database
- Keep all database information up to date including maintaining current addresses, updating personal life change information, spotting and removing duplicate records, and setting and maintaining standard procedures for data entry
- Maintain pledge logs, send billings to donors
- Provides ongoing training opportunities to Advancement staff and Development Officers on the moves management system and related prospect development functions as a Subject Matter Expert (SME)
- Design and implement moves management system in accordance with strategic planning meeting(s) and guidelines set forth by team
- Responsible for the information management of prospect relationship data in the CRM database and reporting of prospect management systems
- In collaboration with development staff, conducts research within database and manages prospect assignments to support organizational fundraising efforts
- Monitor fundraising performance through the management of contacts, strategy plans, solicitation pipelines, performance metrics, etc. Ensure accuracy and timeliness of data to enable effective revenue stream forecasting and inform fundraising performance management
- Produce or customize appropriate acknowledgement letters to donors(s), including those for pledge commitments
- Generate segmented mailing lists for fundraising appeals
Provide fiscal support to the Foundation:
- Input vendor payable invoices and prepare check batches for processing
- Input revenue receipts and journal entries into the accounting database
- Set up new general ledger, program and account codes
- Reconcile monthly scholarship, grant and program accounts and prepare reimbursement payments to the college
- Assist in preparing annual Foundation operating budget
- Assist in fiscal data collection and provide support for Foundation’s annual audit and 990 preparation
- Prepare reports on program account balances for distribution to departments
- Prepare monthly payroll deduction distributions spreadsheet
- Assist in preparing fiscal reports for Foundation Finance Committee meetings
Provide scholarship and grant customer service and database support to the Foundation:
- Serve as primary point of contact for students regarding scholarship and student success grant requirements, processes and deadlines
- Consult with development staff on scholarship and program fund intake procedures
- Assist in inputting new scholarships and awarding scholarships to students in the Foundation’s scholarship management system
- Assist in managing application reviewer accounts in the scholarship management system
- Troubleshoot issues with the scholarship and grant application databases and work with third party vendors and the I.T. department for database updates and cycle management
Minimum Qualifications:
- Bachelor’s degree and two years of experience including planning, policy analysis, coordination and consultation with a variety of public and private agencies, organizations, and/or levels of government OR equivalent education/experience.
- Experience working in database software including Blackbaud Raiser’s Edge products, Academic Works, and MIP fund accounting.
- Strong organizational skills, ability to work independently and prioritize multiple tasks, maintain office confidentiality and accommodate numerous interruptions.
- High degree of accuracy and attention to detail.
- Excellent communication skills and the ability to work well with others and function as a team member.
- Advanced knowledge of computers and software applications, specifically MS Office suite: Word, Outlook, Excel, PowerPoint, and Access.
- Commitment to a working environment that values a diverse academic environment, inclusive of students, faculty, and staff of diverse cultural, socioeconomic, and educational backgrounds
To Apply
- Cover letter addressed to the Screening Committee highlighting your ability to perform the responsibilities and competencies described in the job posting.
- Current resume/CV showing all educational and professional experience which demonstrates how you meet the minimum and any preferred qualifications.
Veterans Preference
Applicants who meet the minimum qualifications and are wishing to claim Veterans Preference should redact their personally identifiable information from a copy of their United States Department of Veterans Affairs honorable discharge documentation and email to neaton2@spscc.edu with the job number for which they are applying in the subject line.
Background Check Condition of Employment
Employment with the college is contingent upon the successful completion of a comprehensive background check. Any adverse information will be considered on a case-by-case basis and does not automatically preclude a candidate from employment.
Bargaining Unit
This position has been designated as a bargaining unit position represented by the Washington Federation of State Employees.
South Puget Sound Community College values diversity and is an Equal Opportunity Employer and Educator
South Puget Sound Community College provides equal opportunity in education and employment and does not discriminate on the basis of race, color, national origin, age, disability, genetic information, sex, sexual orientation, marital status, creed, religion, or status as a veteran of war. Prohibited sex discrimination includes sexual harassment (unwelcome sexual conduct of various types). SPSCC provides reasonable accommodations for qualified students, employees, and applicants with disabilities in accordance with the Americans with Disabilities Act and Federal Rehabilitation Act. The following person has been designated to handle inquiries regarding non-discrimination policies, Title II and Title IX, Samantha Dotson, Executive Human Resource Officer /Title IX Coordinator, 360-596-5361, ssoto@spscc.edu, Building 25, Room 220, 2011 Mottman Rd SW, Olympia, WA 98512; South Puget Sound Community College is a smoke-free/drug free environment.
Applicants needing accommodation in the application process in an alternative format may contact the Human Resources office at (360) 596-5500.
2011 Mottman Rd SW
Olympia, Washington, 98512
360-596-5500
South Puget Sound Community College (SPSCC) seeks a highly motivated and qualified individual for the position of Program Specialist 3 in the College Foundation.
The Program Specialist 3 provides fiscal, scholarship, and grant support and manages the donor database for the College Foundation.
South Puget Sound Community College is committed to increasing its cultural diversity with an emphasis on equity and inclusion among its professional staff. A firm understanding of anti racist policy development coupled with the skills to eliminate barriers that harm underrepresented people is a college requirement. The students that we serve come from a variety of backgrounds. On average, 43% of SPSCC students are people of color. We strongly encourage members of the underrepresented groups, veterans, and bi- or multi-lingual individuals to apply for this position to help meet the needs of our diverse students and service district.
And if that isn't enough? We also offer:
- A healthy work/life balance for our employees with the opportunity for flexible work schedules and remote work depending on position and college needs
- Fine dining in the Percival Room, offering vegetarian, vegan, and gluten-free choices as part of our Culinary Arts and Baking & Pastry Arts programs
- The Clipper Coffee Corner serving Batdorf & Bronson coffee and a selection of delicious food items from our baking/culinary students
- A brand new Health & Wellness Center
- FREE Bus service every 15 minutes to downtown Olympia and beyond
- FREE parking on our campuses – permits are not required
- On-campus child care
- Percival Creek, which runs beneath our campus footbridge, provides year-round beauty and views of Chinook, Coho, and chum salmon pass through each fall
- Many walking paths that are marked and on nicely paved sidewalks
- SPSCC promotes wellness with a variety of different workshops and events on campus
- Lots of activities with our Artist & Lecture series, which are FREE for staff and faculty
- Many community events in the Kenneth J. Minnaert Center for the Arts
- Employee Resource Groups (ERGs) that offer an opportunity for SPSCC employees to gather and connect around issues that define them personally, and which affect their work at the College and their professional development. Current Employee Resource Groups include:
- Staff and Faculty of Color (SFOC) ERG - an employee network which strives to create an intentional and relational foundation for community and trust building across different groups through shared values.
- The LGBTQIA+ ERG creates a space for LGBTQIA+ staff and faculty at the college to share resources, build support and community, and work towards greater equity and accessibility.
Work in collaboration with Foundation Development staff to support fundraising efforts through donor database management:
- Primary manager of Foundation donor database
- Keep all database information up to date including maintaining current addresses, updating personal life change information, spotting and removing duplicate records, and setting and maintaining standard procedures for data entry
- Maintain pledge logs, send billings to donors
- Provides ongoing training opportunities to Advancement staff and Development Officers on the moves management system and related prospect development functions as a Subject Matter Expert (SME)
- Design and implement moves management system in accordance with strategic planning meeting(s) and guidelines set forth by team
- Responsible for the information management of prospect relationship data in the CRM database and reporting of prospect management systems
- In collaboration with development staff, conducts research within database and manages prospect assignments to support organizational fundraising efforts
- Monitor fundraising performance through the management of contacts, strategy plans, solicitation pipelines, performance metrics, etc. Ensure accuracy and timeliness of data to enable effective revenue stream forecasting and inform fundraising performance management
- Produce or customize appropriate acknowledgement letters to donors(s), including those for pledge commitments
- Generate segmented mailing lists for fundraising appeals
Provide fiscal support to the Foundation:
- Input vendor payable invoices and prepare check batches for processing
- Input revenue receipts and journal entries into the accounting database
- Set up new general ledger, program and account codes
- Reconcile monthly scholarship, grant and program accounts and prepare reimbursement payments to the college
- Assist in preparing annual Foundation operating budget
- Assist in fiscal data collection and provide support for Foundation’s annual audit and 990 preparation
- Prepare reports on program account balances for distribution to departments
- Prepare monthly payroll deduction distributions spreadsheet
- Assist in preparing fiscal reports for Foundation Finance Committee meetings
Provide scholarship and grant customer service and database support to the Foundation:
- Serve as primary point of contact for students regarding scholarship and student success grant requirements, processes and deadlines
- Consult with development staff on scholarship and program fund intake procedures
- Assist in inputting new scholarships and awarding scholarships to students in the Foundation’s scholarship management system
- Assist in managing application reviewer accounts in the scholarship management system
- Troubleshoot issues with the scholarship and grant application databases and work with third party vendors and the I.T. department for database updates and cycle management
Minimum Qualifications:
- Bachelor’s degree and two years of experience including planning, policy analysis, coordination and consultation with a variety of public and private agencies, organizations, and/or levels of government OR equivalent education/experience.
- Experience working in database software including Blackbaud Raiser’s Edge products, Academic Works, and MIP fund accounting.
- Strong organizational skills, ability to work independently and prioritize multiple tasks, maintain office confidentiality and accommodate numerous interruptions.
- High degree of accuracy and attention to detail.
- Excellent communication skills and the ability to work well with others and function as a team member.
- Advanced knowledge of computers and software applications, specifically MS Office suite: Word, Outlook, Excel, PowerPoint, and Access.
- Commitment to a working environment that values a diverse academic environment, inclusive of students, faculty, and staff of diverse cultural, socioeconomic, and educational backgrounds
To Apply
- Cover letter addressed to the Screening Committee highlighting your ability to perform the responsibilities and competencies described in the job posting.
- Current resume/CV showing all educational and professional experience which demonstrates how you meet the minimum and any preferred qualifications.
Veterans Preference
Applicants who meet the minimum qualifications and are wishing to claim Veterans Preference should redact their personally identifiable information from a copy of their United States Department of Veterans Affairs honorable discharge documentation and email to neaton2@spscc.edu with the job number for which they are applying in the subject line.
Background Check Condition of Employment
Employment with the college is contingent upon the successful completion of a comprehensive background check. Any adverse information will be considered on a case-by-case basis and does not automatically preclude a candidate from employment.
Bargaining Unit
This position has been designated as a bargaining unit position represented by the Washington Federation of State Employees.
South Puget Sound Community College values diversity and is an Equal Opportunity Employer and Educator
South Puget Sound Community College provides equal opportunity in education and employment and does not discriminate on the basis of race, color, national origin, age, disability, genetic information, sex, sexual orientation, marital status, creed, religion, or status as a veteran of war. Prohibited sex discrimination includes sexual harassment (unwelcome sexual conduct of various types). SPSCC provides reasonable accommodations for qualified students, employees, and applicants with disabilities in accordance with the Americans with Disabilities Act and Federal Rehabilitation Act. The following person has been designated to handle inquiries regarding non-discrimination policies, Title II and Title IX, Samantha Dotson, Executive Human Resource Officer /Title IX Coordinator, 360-596-5361, ssoto@spscc.edu, Building 25, Room 220, 2011 Mottman Rd SW, Olympia, WA 98512; South Puget Sound Community College is a smoke-free/drug free environment.
Applicants needing accommodation in the application process in an alternative format may contact the Human Resources office at (360) 596-5500.
A generous benefits package including medical, dental, vision, life insurance, long-term disability, retirement, and optional deferred compensation programs. The position is eligible to participate in the Department of Retirement Systems (DRS) retirement plan. Employees have the option to participate in two tax-deferred retirement investment programs. For health benefit information go to Washington Health Care Authority
COMPENSATION
Your paycheck is just part of your total compensation package, with an employee benefits package worth about 30% of your salary.
VACATION AND SICK LEAVE
Annual leave includes vacation, 11 paid holidays, and 12 days of sick leave. Additional leave may fluctuate as a result of the WFSE union bargaining agreement
For more benefits information please visit our Employee Benefits website.
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