Executive Assistant - Vice President of Advancement bei New Mexico Junior College, NM

About the Department

The Executive Assistant for Vice President of Advancement shall report to the Vice President for Advancement. Duties and responsibilities include, but are not limited to, the following:

• Coordinates and oversees administrative/technical duties for the Advancement & Outreach division; researches and composes public information documents and or documents and/or correspondence for review/signature; creates, edits, proofs, and distributes fall, spring, and summer scholarship data; assists with articulation agreements; prepares selected correspondence, reports as directed; reviews and checks documents and records for accuracy, completeness, and conformance with applicable rules and regulations.
• Prepares, schedules and assists in the preparation of agendas, notices, minutes, announcements, applications, resolutions and other documents for Foundation Board and committees, along with any other pertinent meetings within the Advancement & Outreach Division. Schedule all meetings, whether via Zoom or book rooms. Send out meeting invites, check for quorum, order lunch
• Performs administrative support duties for the Advancement & Outreach Division, such as maintain meeting calendars and making travel arrangements; sorting and distributing and activities; recommends actions and modifications as appropriate.
• Collects and compiles financial, statistical, and other data for reports and fund requests, such as:
• Assists in managing financial process and records keeping for the Advancement & Outreach Division areas (Foundation, Outreach and Engagement, Recruitment, Grant Writing), including:
  1. Scholarship management support
  2. Weekly bank deposits and monthly reconciliations
  3. Processing and filing checks for the NMJC Foundation
  4. Completing:
     • Check requests
     • Purchase Orders
     • Department Charges
     • Credit Card Statements
     • Travel reconciliations 
  5. Paying invoices and bills on behalf of the division
  6. Providing quarterly account balance updates, or as needed
  7. Tracking expenses for divisional vendors
  8. Reconciling Advancement, Outreach, and college accounts
  9. Preparing purchase orders 
• Oversees the operation of the office and makes recommendations for efficiencies; maintains complex filing systems; monitors effectiveness of current office procedures and determines the need to change procedures to meet college goals/needs; writes office management procedures; provides guidance to support staff including training, assigning work and monitoring performance.
• Thank you letters to all Foundation donors - written, copied and filed
• Update Raiser’s Edge data
  1. Daily updates to Raiser’s Edge obituaries
  2. Scan and enter data for all financial files in Raiser’s Edge and NMJC scanning system.
• Update and send to Director of Outreach & Engagement, Marketing requests from NMJC Banner system. 
• Scanning documents and keeping Dropbox items for budget, organized.
• Keep up inventory of Foundation ‘give-away’ items
• Coordinate all necessary communications and schedules related to Advancement initiatives, including large fundraising campaigns, special events, and GO Bond efforts.
• May serve on various campus committees as assigned.
• Performs other duties as assigned or required.
• Nothing contained herein shall limit the Vice President for Advancement in assigning the employee to any of the various college activities for which he/she would be qualified in order to meet the needs of New Mexico Junior College.

Position Duties

• Associate’s Degree. Bachelor’s Preferred.
• Five to seven (5-7) years of administrative and office management/coordination experience; OR an equivalent combination of education, training, and experience. 
• Possession a valid State of New Mexico or Texas driver’s license.

Minimum Qualifications

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.
This position is not eligible for Visa Sponsorship.

Other Qualifications

To apply:

Submit the NMJC application form via the NMJC website (www.nmjc.edu), a letter of application (cover letter), a resume, unofficial transcripts (official transcripts required prior to employment), and three references with current addresses and telephone numbers.