<p>Central Penn College is committed to providing an inclusive and equitable student experience and workplace for faculty and staff. Learning, development, enrichment, and work-related opportunities are open to all in our college community, regardless of race, sex or any other identifying characteristics. The College values diversity of thoughts, cultural, and academic experiences and recognizes that a diverse, vibrant community benefits us all. Everyone is welcome at Central Penn College.</p> <p>Position Summary</p> <p>The part-time (approximately 20-25 hours per week) Administrative Assistant for the Central Penn College Education Foundation will support the operational, financial, and event-related functions of the Foundation.</p> <p>Organization Role</p> <p>The Administrative Assistant reports to the Executive Director, Central Penn College Education Foundation. The Administrative Assistant will play a key role in ensuring smooth administrative processes, maintaining donor records, preparing financial and scholarship documentation, and assisting with event logistics.</p> <p>Essential Duties and Responsibilities</p> <p>Administrative and Donor Support</p> <ul> <li>Retrieve and process Foundation mail daily; log and verify incoming checks and deposits following audit-compliant procedures. </li><li>Enter donations into CRM, ensure proper fund allocation, and generate timely acknowledgments (emails, tax letters, or phone calls). </li><li>Maintain accurate donor records including recurring and payroll deduction gifts. </li><li>Create and distribute year-end tax receipts and annual pledge summaries. </li></ul> <p>Scholarship Administration</p> <ul> <li>Enter and track disbursements for scholarships awarded. </li><li>Send award notifications and coordinate student thank-you notes. </li><li>Support outreach for named scholarships. </li></ul> <p>Board of Trustees (BOT) Preparation</p> <ul> <li>Assemble and distribute monthly board packets. </li><li>Coordinate logistics for meetings and the annual retreat (venue, food, materials). </li><li>Support onboarding for new trustees (bios, handbook, presentations, BOT list). </li></ul> <p>Database and Financial Recordkeeping</p> <ul> <li>Record gifts and pledges in CRM with accurate fund/sub-fund allocations. </li><li>Generate acknowledgment letters or notify the business office for immediate fund use. </li><li>Maintain a ledger for checks received. </li><li>Reconcile Foundation checking and investment accounts in QuickBooks. </li><li>Prepare journal entries for investment activity and mortgage payments. </li><li>Verify check disbursements and prepare quarterly financial reports for the Treasurer. </li><li>Upload necessary documents during audit season. </li></ul> <p>Events & Outreach</p> <ul> <li>Provide planning and logistical support for major Foundation events (e.g., A Knight Out, Golf Outing). </li><li>Assist in reserving venues, managing day-of logistics, creating event timelines, and preparing materials. </li></ul> <p>Qualifications</p> <p>Required:</p> <ul> <li>Proficiency in Microsoft Office Suite (Word, Excel, Outlook). </li><li>Strong organizational and communication skills. </li><li>Ability to manage multiple tasks and meet deadlines with a high level of accuracy. </li><li>Demonstrated trustworthiness when handling confidential and financial information. </li><li>Self-starter with the ability to work independently and collaboratively. </li></ul> <p>Preferred:</p> <ul> <li>Previous experience in administrative, nonprofit, or development support. </li><li>Familiarity with QuickBooks and basic financial reconciliation. </li><li>Previous experience with donor CRM systems. </li></ul> <p>Working Conditions</p> <ul> <li>Valid driver's license and reliable transportation required for occasional local travel to meetings/events. </li><li>Must be able to occasionally lift and move items weighing up to 20 lbs. </li><li>Position requires prolonged periods of sitting and working on a computer. </li><li>This role is based on campus and requires regular in-person attendance. Occasional remote work may be permitted at the discretion of the Executive Director based on operational needs. </li></ul>