Colorado Nonprofit Association

Foundation Business Support

Aims Community College actively supports an environment that embraces the College’s Mission, Vision, Values, BaJEDI (belonging, justice, equity, diversity, inclusion), and Innovation. The College embraces and seeks to hire individuals who want to be a part of this environment and has the skillsets necessary to be successful in this position. 

Job Summary

This position requires a highly organized, detail-oriented individual to provide comprehensive support to the Foundation team. The ideal candidate will have strong project management skills, be proficient in scheduling and possess excellent communication skills. This position represents the Foundation with internal and external partners. It is essential the candidate can maintain motivation and performance under very limited supervision. This position is a key project support person ensuring all outreach activities can take place efficiently and effectively within the Aims Foundation. This position has a high level of autonomy in completing projects, making decisions and formulating plans in support of the Foundation team, playing a critical role in advancing the Foundation’s financial capacity for creating program and scholarship funding. 

This position directly supports the Foundation Executive Director, Development Officer and Database Manager, collaborating with each position to coordinate the management and functions of the Foundation office. A portion of the position, can be equated to a personal assistant, who is responsible for preparation of outreach materials, scheduling, group in-office meeting preparation, donor meeting preparation, travel coordination, monthly mileage submissions, credit card reconciliations, office management and answering phones. 

This position is the key liaison for the Foundation Board consisting of 14 members. Support will include management of all communications, event invitations, meeting material preparation, and meeting space acquisition and set up. 

 Daily operations are fluid and interested candidates must have the capacity to move from one project to another with limited supervision, especially when others on the team are out in the community. 

The incumbent interacts with a broad constituency, both internal and external, including donors, faculty, students, community leaders, and staff including the College President’s office and members of Cabinet. Maintains strict confidentially at all times and requires work in a high pressure, time sensitive environment – while projecting a calm, customer-service focused demeanor. Requires responding to a wide array of inquiries in a timely and sensitive manner. Includes regular interaction and appointment setting with donors, Trustees and community members. 

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Education Requirements

Minimum: 2 year Associate Degree in a related field such as non-profit management, business, communications, accounting, project management.

Preferred: 4 years Bachelor’s Degree in non-profit management, business, communications, or project management.

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Years of Experience:

Minimum: 5 years of related experience or an equivalent combination of education and/or work experience.

Preferred: 3 years related experience in a foundation, nonprofit, or supporting a CEO as their executive assistant.

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Minimum Qualifiations:

· Demonstrated high capacity to navigate Microsoft Office Products and a donor database system.     

· Extensive and documented experience developing marketing collateral in Canva, Adobe Illustrator or other graphics related programs.     

· Considerable knowledge of budget creation, expenditure monitoring and accounting principles.     

· Demonstrated experience supporting a high level leader in a fast paced environment.     

· Excellent interpersonal relationship skills.     

· This position requires the use of a company vehicle and/or personal vehicle for business travel. The selected candidate must successfully pass an MVR and be insurable under Aims insurance.     

· Ability to work a flexible schedule based on event requirements.     

· This is position is 100% in office.

· Must have a valid driver’s license.

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Preferred Qualifications

· Experience working within a professional business environment with an emphasis on public relations, marketing, data base management, record keeping, basic budget, accounting practices, special events planning and coordination assistance.     

· Self-starter – must be able to keep projects moving with limited oversight.  

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Job Duties

Foundation Board Liaison:

· Take ownership of preparing monthly Board meeting materials, ensuring accuracy and timeliness in the compilation of documents and reports. 

· Support each board meeting by setting up IT equipment, arranging the meeting room, and coordinating refreshments as needed. 

· Collaborate with Board members and executive staff to gather necessary information and materials for the meeting agenda. 

· Ensure that all meeting materials are istributed to Board members in advance and are easily accessible during the meeting. 

· Provide technical support for IT equipment during the meeting to facility smooth presentations and discussions. 

· Assist in documenting meeting minutes and action items for follow-up after the meeting. Maintain confidentiality and professionalism in handling sensitive Board-related information and discussions. 

Daily Administrative Support:

· Provide administrative support to the team including answering phones, responding to emails, and managing calendars. 

· Coordinate meetings, appointments and travel arrangements for team members as needed. 

· Prepare and distribute reports, correspondence and other documents necessary for daily operations. 

· Assist with maintaining office supplies, equipment and inventory to ensure smooth functioning of the office. 

· Handle incoming and outgoing mail, packages, deliveries in a timely manner. 

· Maintain orderly storage of all swag items in the Foundation’s storage room. 

· Reorder and restock swag supplies on a quarterly basis. 

· Provide receptionist functions for the Foundation. 

· Develop requisitions for purchase for office and official function supplies. 

 · Reconcile monthly mileage reports and weekly P-card transactions.

· Create Travel Expense reports and Travel Requests for Foundation staff. Monitor all office expenses to ensure appropriate categorization and spending levels (budget responsibility). 

Foundation Events:

· Plan, organize and manage events from start to finish, including coordinating with caterers, finalizing vendor and sponsor agreements and overseeing all logistical aspects of the event. 

· Create and distribute invitations, manage RSVPs, and maintain accurate guest lists for events in coordination with the Database Manager. 

· Develop seating charts and floor plans to ensure a smooth and efficient event flow. 

· Assign tasks and responsibilities to staff and volunteers for event day operations. 

· Coordinate with vendors, sponsors, and other stakeholders to ensure all event requirements are met. 

· Monitor event budgets and expenses to ensure cost-effective planning and execution. 

· Troubleshoot any issues that may arise during events and provide timely solutions. 

· Evaluate event success and gather feedback for the future improvements.    


Development Projects:

· Coordinate the development and submission of donor proposals and agreements in collaboration with the Development Officer and Executive Director. 

· Track and manage endowment funds, ensuring accurate and timely activation of endowment agreements. 

· Follow up with donors and stakeholders to provide updates and maintain communication regarding ongoing projects and initiatives. 

· Schedule and organize secondary meetings with donors, partners, and other stakeholders as needed. 

· Support cultivation efforts by assisting the Development Officer and Executive Director in meeting donor cultivation needs. Maintain detailed records and documentation
related to donor proposals, agreements,
endowment tracking and communication activities.

· Collaborate with team members to ensure alignment and coordination of development projects and initiatives.

Brand Image:

· Develop and implement strategies to enhance and maintain the Foundation’s brand image and reputation. 

· Maintain brand guidelines in alignment with the College’s requirements to ensure consistency with all forms of communication and materials 

· Collaborate with Foundation team to create compelling visual and written content that aligns with brand identity. 

· Manage brand campaigns and initiatives to increase brand awareness and engagement with target audiences. 

· Ensure brand messaging is aligned with organizational values and goals Write, post and manage social media and newsletter communications on a consistent basis and in alignment with ongoing initiatives. 

Electronic Filing Administrator:

· Create and maintain an organized electronic filing system for efficient document storage and retrieval, in coordination with the Database Manager. 

· Regularly clean up and update the electronic filing system to ensure accuracy and accessibility. 

· Manage user access permissions and security settings to protect sensitive information. 

· Provide training and support to users on how to effectively use the electronic filing system. Collaborate with team members to streamline processes and improve overall efficiency of the filing system. 

Other Duties as Assigned:

· In support of the Foundation, assist with other duties as assigned.