Northeast Wisconsin Technical College is a nationally recognized and locally trusted college dedicated to advancing the success of all students and economic vitality of the communities we serve through access, high-quality education, and strategic partnerships.
The community that we serve is home to people with a rich range of backgrounds and experiences. We are committed to supporting an environment where all students and employees thrive and succeed. We believe every team member enriches our organization with unique skills, perspectives, and solutions. We seek applicants who are motivated and equipped to support all students, to work effectively with colleagues from a range of backgrounds, and to build the vibrancy of our community.
You belong here. See why you will love working at NWTC.
Department: College Advancement - Foundation
Reports To: Executive Director, Foundation
LOCATION: Green Bay
STANDARD HOURS: 40 Hours per week; Typical hours Monday-Friday 8:00 a.m. – 4:30 p.m.; Flexibility required to include other evening and/or weekend hours, as necessary.
STARTING PAY RANGE: $22.90 - $24.69 per hour
*Salaries/Wages for all finalists (internal and external) will be placed within the range based upon education, experiences, current wages, and internal equity.
POSITION SUMMARY
The Office Coordinator provides administrative support to the Executive Director and College Advancement (Educational Foundation/Alumni) department. The position is responsible for organizing workflow for processes and completion of projects. Creating reports for donors, committees, and data entry are key functions of the position. In addition, the position includes performing support tasks such as mass mailings, record keeping, sort/distribute mail, maintain copy machine, maintain inventory/order office supplies and printed materials.
ESSENTIAL FUNCTIONS
Administrative and Office Support
Provide administrative support for the Executive Director and College Advancement (Educational Foundation/Alumni) Team.
Function as backup support for other positions on the team including accounting, alumni, fundraising, and scholarships by maintaining up-to-date working knowledge of these areas.
Responsible for mass mailings, publications, filing, copying, record keeping, sort/distribute mail, maintain copy machine, and printed materials; maintain/order office supply inventory and ordering
Maintain confidential files and records of donor and departmental information
Coordinates and prepares all board-related documents, reports and correspondence for meetings
Prepare meeting minutes for staff meetings and board committee meetings.
Record and process forms related to gifts made in person and online including special appeals and event or activity specific fundraising
Coordinate travel arrangements for the Executive Director including registrations, transportation, and lodging.
Reconcile and process expense reports, payment authorizations, and pro-card purchases.
Understand and adhere to college policies, guidelines, and procedures related to purchasing, fleet vehicle usage, expense reimbursements, pro-card usage, special rates, and tax-exempt discounts.
Provide logistics support for Foundation & Alumni events including venue booking, catering, attendance tracking, and materials preparation.
Data Management and Reporting
Responsible for data entry in multiple databases and other sources of data collection
Generates weekly stewardship mailings including but not limited to tax receipts, acknowledgement letters, in memory/honor of notifications, and sponsorship correspondence
Collects, compiles, and prepares materials, statistics, and documents for department planning and reporting needs including but not limited to action planning, grant applications and reports, and donor impact reports
Assists in preparation of paper, electronic documents, and communications as needed
Independently create and prepare reports, documents, and communication
Responsible for maintaining compliance of record retention
Customer and Donor Relations
Provide excellent customer service to stakeholders and donors
Accurately answer questions regarding scholarship awards, disbursements, application support for students, and donor inquiries in a timely manner
Greet internal and external customers in person or via phone and email.
Operational Excellence and Team Collaboration
Contribute to a culture of professionalism, innovation, and shared success within the Foundation and Advancement Team.
Prioritize tasks to effectively meet deadlines in a fast-paced, dynamic environment.
Anticipate needs and resolve conflicts as needed.
Organize workflow, processes, and completion of projects for advancement
Perform other duties as assigned by the Executive Director
MINIMUM QUALIFICATIONS AND WORK EXPERIENCE
Associates Degree
2-3-years administrative experience. Experience should include:
Excellent written and oral communication skills.
Professional, ethical conduct in all aspects of the work environment and maintenance of the highest levels of confidentiality.
Working effectively under pressure and adapting to changing priorities as needed.
Dependable, punctual, and independent work without close supervision.
Proficient in Microsoft Office Suite and experience with donor CRM (Raiser’s Edge preferred)
**An equivalent combination of education and work experience may be considered.
Skills and Abilities:
Student Success: Demonstrate behaviors and actions that support student recruitment, retention, and student success initiatives.
Values: Demonstrate behaviors and action that support the College’s values
Collaboration: Demonstrate behaviors and actions that create respectful environments and services for all, and the ability to work effectively across differences in background and experience.
PHYSICAL DEMANDS
Extended Sitting: Ability to sit for extended periods while working on a computer or attending meetings
Mobility: Ability to move around the campus to attend meetings and events
Manual Dexterity: Proficiency in using hands and fingers to handle or operate office equipment, tools, or controls.
Visual and Auditory: Ability to read documents and communicate effectively with students and staff.
Light Lifting: Capability to lift and carry materials weighing up to 25 pounds.
Reasonable Accommodations Statement
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.
We strive to accommodate any individual who requires adjustments to ensure a fair and equal employment process. If you require specific accommodations during the application and/or screening process due to a disability or other reasons, please contact Talent and Culture at talentandculture@nwtc.edu or 920-498-6286.
Northeast Wisconsin Technical College does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. If you have questions regarding this, please contact Talent and Culture.
NWTC does not discriminate on the basis of political affiliation, age, race, creed, marital status, color, religion, national origin, disability, veteran status, sex, sexual orientation, gender, genetic testing or other applicable legislated categories. Inquiries regarding the College’s nondiscrimination policies may be directed to the Associate Vice President of Student Affairs at 920-498-6823 or nondiscrimination@nwtc.edu.