Job Summary

The Executive Assistant I position supports all functions of the KCTCS Institutional Advancement office and many System-wide functions needed to assist the college advancement staff. Supports gift solicitation, processing, necessary follow-up on gifts, pledges, pledge payments, and donor stewardship. The role also supports the KCTCS Foundation and state-wide Advancement Peer Team by planning and executing meetings and events. Takes minutes and maintains records for key meetings. Provides technical support for departmental software, such as Raiser's Edge, Award Management, and online gift/event pages. Cross-trained with the Associate Director of Finance and Operations and Associate Director of Data and Reporting to assist with data imports and reports needed for reconciliation of Raiser's Edge with PeopleSoft Financials. Manage purchases and required documentation for departmental and KCTCS Foundation expenses. Oversee the development of and revisions to the department's standard operating procedures. Develops and maintains dashboards of important documents, such as scholarships, endowments, foundation board membership, and stewardship communications.

Positions with the KCTCS System Office located in Versailles, KY are term-contract positions, with the expectancy of continuance based on performance.

KCTCS offers a hybrid work schedule with a requirement to be onsite a minimum of 3 days per work week. Hybrid work schedules are subject to periodic review and may be modified or terminated at any time.

Job Duties:

Creates and maintains confidential KCTCS donor and prospect files; is responsible for scanning and indexing donor documents for System Office and for college gifts over $5,000.00.

Works with finance and accounting staff to record donor information, gifts, pledges, and pledge payments in Raiser's Edge in compliance with segregation of duties as well as filling in for vacant college staff positions.

Backup for Omatic software to export Alumni and Employee data into Raiser's Edge and to facilitate List Management processes.

Prepares communication to KCTCS and KCTCS Foundation donors. Facilitates routing of special documents to KCTCS Legal and the KCTCS President for signature.

Maintains critical documents such as contact lists, operating procedures, and project calendars to keep the department on track with key deadlines.

Provides administrative support to the KCTCS Foundation, including taking and managing meeting minutes.

Generates BA8s for payment for the Advancement Office for noncredit card purchases including contract invoices and sponsorships. Responsible for the departmental ProCard.

Perform other duties as assigned by supervisor.

Minimum Qualifications:

Associate's Degree in Information Technology, Business, Library Science and three (3) years of relevant experience or equivalent. 

Preferred Qualifications:

Bachelor's Degree in Information Technology, Business, Library Science and five (5) years of relevant experience or equivalent.

Additional Skills Requested:

Certification in Raiser's Edge, experience in fundraising or nonprofit management.

Employee Rights - Employee Polygraph Protection Act

Equal Opportunity Employer - The Kentucky Community and Technical College System is an equal educational and employment opportunity institution.