Office & Administrative Specialist Senior - Executive Assistant

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Job Description

Under general supervision, provides comprehensive administrative leadership and support for the Foundation and Development program at Minnesota State College Southeast. This position is responsible for administering and coordinating the full range of administrative functions for a complex, externally facing program, including reporting, communications, award and scholarship processes, donor relations, and fundraising campaigns.

The incumbent independently researches, analyzes, and responds—both orally and in writing—to a wide range of technical and program‑specific inquiries on behalf of the Executive Director, often exercising judgment in situations where policies, procedures, or donor intent may be ambiguous. Responsibilities include managing the Foundation database; tracking and recording solicitations, contributions, and awards; administering the scholarship application and award process; leading alumni award activities; and supporting alumni engagement.

The position oversees development communications, monitors compliance with donor restrictions and institutional requirements, and ensures timely and accurate processing of contracts, invoices, payments, and expenditures. Advanced proficiency with the Microsoft Office suite and related systems is required to support program administration, financial tracking, and reporting functions essential to the operation and success of the Foundation and Development program.

• Provides primary administrative and operational support to the Executive Director of Foundation and Development. Serves as the administrator of the donor database, ensuring the accuracy, integrity, security, and ongoing maintenance of donor and contribution records. Independently monitors and tracks donations; prepares donor acknowledgements and correspondence; manages mailing lists; and oversees the year‑end donor statement process.

• Utilizes advanced proficiency in Microsoft Office applications (including Word and Excel) to create, track, analyze, and report Foundation data; develop communications and Foundation materials; and draft correspondence on behalf of the Executive Director. Serves as the primary point of contact for donor inquiries, independently responding to routine questions and coordinating resolution of more complex matters related to donor relations and Foundation operations.

• Responsibilities include writing, proofreading, and editing Foundation documents and reports; recording, transcribing, and maintaining official minutes for Foundation Board meetings; and managing time‑sensitive written inquiries and administrative needs unique to Foundation and Development work. Maintains electronic files, databases, spreadsheets, backups, and printer configurations to ensure continuity of operations, data reliability, and effective administrative support for a complex, externally facing program.

• Manages proactive and timely communications with donors, independently drafting correspondence, responding to inquiries, and providing detailed information related to Foundation and Development programs, contributions, and initiatives. Exercises judgment and discretion when addressing donor questions and coordinating follow‑up to ensure clarity, accuracy, and compliance with institutional and donor requirements.

• Serves as a primary communications liaison for alumni, the Foundation Board, and community stakeholders, coordinating and managing communications to support engagement, fundraising activities, and board operations. Ensures communications are accurate, consistent, and aligned with Foundation goals, timelines, and institutional standards.

• Coordinates and manages logistical planning for scholarship award banquets and other Foundation‑related meetings, events, and celebratory activities. Oversees event administration, including the development and distribution of invitations, coordination of room reservations and catering arrangements, and tracking and reconciliation of RSVPs. Ensures events are executed accurately, professionally, and in accordance with established timelines and institutional expectations.

• This work requires independent planning, prioritization, and problem‑solving, as well as a high level of attention to detail to support donor recognition, scholarship recipients, and stakeholder engagement.              

• Administers and coordinates the Foundation’s annual giving day and provides administrative leadership for employee giving campaigns, including the development and coordination of campaign communications, tracking participation, and ensuring timely and accurate reporting. Manages the full range of administrative processes associated with the scholarship application and award lifecycle, including application coordination, review support, award tracking, and documentation.

• Leads the administrative coordination of the alumni award process, ensuring compliance with established criteria, accurate recordkeeping, timely communications, and effective coordination with internal and external stakeholders. Exercises independent judgment to manage timelines, resolve issues, and ensure program requirements and deadlines are met for multiple, overlapping Foundation initiatives.

• Perform other duties as assigned to ensure the smooth functioning of the Foundation and maintain the reputation of the organization as a viable business partner.

Salary Range:

$22.62 - $30.62/hourly

Minimum Qualifications

• Excellent organizational and project management skills.
• Ability to coordinate/prioritize several, complex, ongoing activities at once.
• Ability to function independently and work well under pressure.
• Able to maintain confidentiality, prioritize multiple assignments, and meet deadlines.
• Represent the organization professionally in dress, actions, and communications.
• Excel at problem-solving and conflict resolution skills.

Preferred Qualification 

• Experience collaborating with students, employees, donors, alumni, volunteers, and/or board members in a professional or institutional setting, supporting complex programs with multiple stakeholders.
• Demonstrated advanced written communication skills, including experience independently drafting, editing, and preparing correspondence, reports, or materials on behalf of program leadership or management.
• Prior experience coordinating or managing administrative aspects of events, meetings, or recognition activities, including logistics, communications, timelines, and interaction with internal and external partners.
• Meet established deadlines while maintaining a high level of accuracy and attention to detail.
• Demonstrated experience supporting fundraising or development, with a strong understanding of donor relations, campaign coordination, and stewardship practices. Proven ability to manage confidential donor information, coordinate fundraising events, track pledges and contributions, and assist in preparing development materials such as donor communications, grant proposals, and briefing documents.
• Familiarity with CRM systems and the ability to analyze and organize donor data to support fundraising strategy is strongly preferred.

Work Shift - Work schedule is typically 7:30 a.m.–4:00 p.m. or 8:00 a.m.–4:30 p.m., with occasional evening hours required to support special events.

About

Minnesota State College Southeast is a two-year technical and community college that prepares students for a lifetime of learning by providing education for employment, skill enhancement, retraining, and transfer, to meet the needs of students and the community. The Winona campus opened in 1949, merging with the Red Wing campus in 1992 and updating its name to Minnesota State College Southeast in 2016 with the change of mission to offer both technical training and the associate of arts degree.

Benefits Information:

At Minnesota State, we take your well-being and work-life balance seriously. We offer a comprehensive benefits package that features low-cost medical and dental insurance with affordable deductibles, employer-paid life insurance, short- and long-term disability, and pre-tax healthcare and dependent care accounts with a roll-over option. To further support your holistic health, employees also have access to a confidential Employee Assistance Program (EAP) for mental health, legal, and financial counseling. Detailed plan details, rates, and coverage choices can be reviewed directly via the State Employee Group Insurance Program (SEGIP) website.

To support your life outside of work, our package includes 12 paid holidays, generous vacation and sick time, and six weeks of Paid Parental Leave. We also help you secure your financial future with a robust Pension Plan, 457(b) and 403(b) retirement accounts, and various investment options. Furthermore, we invest in your growth by providing dedicated professional development and tuition waivers for both you and your dependents. Please note that specific benefit eligibility and coverage levels may vary depending on the type of position, employee classification, and collective bargaining agreements.

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