Overview and Responsibilities

The Advancement Services Specialist manages the college scholarship process, processes cashiering and accounting duties, maintains the CVTC donor/alumni database, manages the donor acknowledgment process, assists with fund-raising communications, and provides donor research and analysis. This position is also responsible for coordination of the college’s advancement program including developing and implementing data and gift-entry procedures, producing reports and mailing lists, and contributing to successful implementation of advancement strategies including donor acknowledgements and other stewardship efforts.

Responsibilities:

• Prepare, balance, and close cashier sessions and bank deposits daily.
• Record and maintain Automated Clearing House (ACH) transactions on general ledger.
• Provide support to the General Ledger Accountant with cashiering discrepancies.
• Manage and maintain deposits and withdrawals for Foundation Banking.
• Record payments and fees from bank account information.
• Review scholarships and endowment funds.
• Assist with the annual foundation audit.
• Ensure accurate and timely production of daily, monthly and annual bank reconciliations for Foundation Banking.
• Conduct accounting practices for the Advancement Office and CVTC Foundation.
• Analyze Foundation fund levels, with special attention to endowments and grants.
• Prepare quarterly financial statements and investment schedule.
• Conduct benchmarking and evaluation for advancement events, assuring accountability for all fiscal matters and adherence to regulations as well as College and Foundation policies and procedures.
• Serve as primary liaison to internal and external stakeholders.
• Serve as department Banner User Committee (BUC) representative.
• Build and maintain relationships with employees in promotion of Foundation contributions, payroll dedication and campus campaign.
• Ability to work independently with autonomy to make decisions regarding data management.
• Manage data and gift entry with Banner Advancement.
• Oversee annual and comprehensive campaign records, planned giving program records, Strategic Planning data, and Alumni records.
• Ensure all donor paperwork, donor wall, donor files, awards, and all scholarship information is maintained according to federal, state, and College regulations and guidelines.
• Provide prospect research, report and data updates.
• Responsible for day-to-day decision making and operation of college scholarship program including CVTC scholarships, grant-funded scholarships, emergency funds, and other direct student support.
• Ensure accurate and efficient operation of software-based scholarship system to manage and award scholarships.
• Responsible for development, documentation, implementation, and improvement of systems and processes.
• Participate in accomplishing the goals and objectives of the Institutional Advancement and Foundation team.
• Attendance at Foundation and Alumni board related college events. 

Required Knowledge, Skills and Abilities:

• Ability to work independently with tight timelines, organize materials, and set priorities.
• Self-starter and self-directed with strong analytical, reasoning, and organizational skills.
• Ability to use judgment, discretion, and decision-making skills in dealing with confidential and sensitive issues.
• Ability to model integrity through self-awareness, personal accountability, ethical behavior, quality standards, and sustainable practices.
• Ability to think critically by applying problem solving practices, acquiring relevant information, using technology and other resources appropriately, and evaluating alternatives.
• Ability to communicate effectively by speaking and writing clearly, concisely, and professionally; practicing active listening; reading critically and adapting communication for audience.
• Ability to value diversity by recognizing personal biases, adapting to culturally diverse situations, and demonstrating a commitment to equity, inclusion, and respectful interactions with persons of diverse ethnic, cultural, social-economic, or educational backgrounds.
• Advanced knowledge of and skills with technology including software programs for communication, data collection, and decision making including, but not limited to, Microsoft Office Outlook, Word, and Excel and integrated database applications (e.g., Banner, scholarship software, CRM).

Qualifications

• Associate’s degree in Accounting, Business Management or similar field with a minimum of six years of experience in accounting or data management required; preferably in higher education and/or non-profit organization(s). Bachelor’s degree in related field as above, with a minimum of two years of related experience preferred.
• Minimum of 2 years of experience in a coordinating or project management role preferred.

In evaluating candidates for this position, the College may consider a combination of education, training, and experience which provides the necessary knowledge, skills and abilities to perform duties of position.The College is seeking to attract diverse instructors and staff who can inspire our increasingly diverse student population. We believe every member on our team enriches our diversity by exposing us to a broad range of ways to understand and engage with the world, identify challenges, and to discover, design, and deliver solutions. We value the ability to serve students from a broad range of cultural heritages, socioeconomic backgrounds, genders, abilities, and orientations. Therefore, we seek applicants who demonstrate they understand the benefits of diversity in a higher education community. Consideration will be given to equity-minded individuals committed to collaborating with faculty, staff, administration, students, and community partners who are also committed to closing equity gaps.

Benefits Summary

2023 annual benefits include:

• 3 – 4 weeks of paid vacation time based on years of service
• 11 paid holidays
• Paid winter break - varies each year based on academic calendar and, at a minimum, includes days between Christmas and New Year’s holidays (some exceptions may apply for essential workers)
• Paid summer break - the week of July 4th
• 4 paid personal days
• 3 weeks (15 days) paid sick time annually for absences due to illness, injury, or doctor and dentist appointments of the employee, dependent children, spouse, or parents of the employee or spouse; cumulative to 135 days (1,080 hours)
• Paid bereavement time
• Paid volunteer time
• Tuition reimbursement up to $2,500 annually (eligibility requirements apply)
• Health insurance for employee, spouse, and dependents with attached Health Savings Account (HSA); CVTC contributes $3,400 annually for a family plan or $1,700 annually for a single plan to your HSA
• Wellness incentive of up to $600 for employees enrolled in CVTC’s health insurance
• $2,500 cash-payment in lieu of CVTC health insurance coverage for employees who have credible coverage through another source
• Dental insurance for employee, spouse, and dependents
• Vision insurance for employee, spouse, and dependents
• Life and long-term disability insurance premiums paid by CVTC
• Wisconsin Retirement System (WRS), CVTC matches 6.8%, vested at 5 years of credible service
• 403(b) tax deferred annuity program
• 457(b) deferred compensation plan
• Section 125 flexible spending accounts
• Employee Assistance Program (EAP)
• Professional development
• Access to expansive collection of college and public library resources for personal and professional use
• Free or low-cost services offered by CVTC program students, such as computer repair, automotive repair, Shear Inspiration Salon and Spa, and 620 West restaurant and culinary pop ups

Benefits begin on the first date of employment (i.e., there is no waiting period).

CVTC does not discriminate on the basis of race, color, national origin, sex, disability, or age in its programs and activities. The following person has been designated to handle inquiries regarding the college's non-discrimination policies: Vice President of Talent & Culture, 620 W. Clairemont Avenue, Eau Claire, WI 54701, 715-833-6334, WI Relay: 711