Overview:
POSITION SUMMARY
The selected candidate will support the fundraising, public relations, alumni and parent relations of IMSA and the and operations functions of IMSA Fund for Advancement of Education through exemplary service to development and public affairs staff, donors and prospects, board members, alumni, fundraising volunteers, media, and other key constituencies.
Hours/Shift/Work Schedule: This position is a full time non-exempt position. Hours worked: 8:00am – 4:30pm, Monday through Friday with occasional evening and weekend hours.
The IMSA Fund for Advancement of Education is a 501(c)(3) not-for-profit corporation organized for the benefit of, to perform the functions of, or to carry out certain charitable, educational, literary and scientific purposes of the Illinois Mathematics and Science Academy. The IMSA Fund solicits, receives, invests and administers gifts, grants and other contributions from the private sector (corporations, foundations, individuals and other organizations) to support IMSA's mission and work.
The Illinois Mathematics and Science Academy (IMSA) is committed to an equitable, diverse and inclusive teaching and learning environment. Through a model of Equity and Excellence, IMSA has committed to advancing equity in STEM education and representation and creating a diverse, inclusive community of global citizens who can realize their full potential, and execute our mission to advance the human condition.
This Equity and Excellence Model is the intentional integration of Cultural Competence, Diversity, Equity, Equity-Minded Frame, Excellence and Inclusion into every facet of the Academy, with the understanding that it is an active and ongoing process involving structures, processes and people and not an isolated initiative.
Responsibilities:
ESSENTIAL DUTIES AND RESPONSIBILITIES
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.
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Manage and maintain the director’s schedule including establishing and confirming appointments, preparing materials, organizing logistics and follow-up.
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Maintain and coordinate the team's master calendar and the calendars and meetings for each team member
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Draft general communications and handle written correspondence for distribution that includes memos, charts, tables, graphs, etc.
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Coordinate all administrative support and organizational work which includes arranging meetings, conferences, and travel; receive and screen telephone calls, letters, and/or visitors; routing or answering correspondence not requiring supervisor’s attention.
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Assist in the formulation and tracking of the department budget, business planning and related planning functions.
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Process purchase orders/vouchers, check requests, work orders, inventory and other business forms including procurement.
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Serve as Secretary to the IMSA Fund Board of Directors.
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Process accounts receivable (gift checks and electronic payments) and accounts payable (checks and ACH) for the IMSA Fund for Advancement of Education in accordance with the procedures set forth by the organization.
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Monitor budgets and cash flow for the IMSA Fund
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General check writing, bank deposits, ACH and EFT processing
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Assist Program Managers with coding and tracking of grants
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Manage process and workflow for recording, receipting and acknowledging gifts, payments, proper filing and disposal of gift documentation
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Manage and administer scholarships established for IMSA students by donors to the IMSA Fund
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Assist the Finance Manager, Major Gifts Campaign Manager, the Alumni Relations Coordinator and other staff to manage several ongoing/annual projects and special events involving grantors, sponsors, donors, students, parents and volunteers
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Organize, maintain, file, and retrieve program documents, records, and reports in paper and electronic versions.
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Operate standard office equipment such as telephone, computer and calculator on a frequent basis.
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Ability to flex schedule to work periodic evening or weekend hours
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Other duties as assigned
Qualifications:
MINIMUM QUALIFICATIONS
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High school diploma
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Strong knowledge of Microsoft Office Suite, Google Suite, and experience with complex multi-layered databases
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Bookkeeping experience
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Exceptional organizational, problem-solving and project management skills
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Excellent communication and interpersonal skills
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Ability to collaborate in a team environment
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Strong emotional intelligence that demonstrates solid judgment and resiliency
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Demonstrated ability to work inclusively with individuals from diverse backgrounds and perspectives
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Strong commitment to providing outstanding customer service
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Willingness to serve as an active and contributing member of the Academy
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Ability to establish and maintain positive professional working relationships with all IMSA constituents
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Ability to multi-task in a fast-paced and changing environment
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Success in working with senior executives and/or boards of businesses, corporations, government agencies or not-for-profit organizations.
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Good writing, proofreading and editing skills
PREFERRED QUALIFICATIONS
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Associates Degree
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5 - 7 years’ experience or an equivalent combination of education and work experience
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Experience working or volunteering for 501(c)(3) not-for-profit organizations
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Experience with complex, multi-layered databases (Raiser’s Edge or other fundraising software)
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Experience in a school environment or with educational programs
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Experience in a State agency
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Bilingual English-Spanish preferred
WORKING CONDITIONS AND PHYSICAL REQUIREMENTS:
Work is performed in an office setting with minimal exposure to health or safety hazards. Substantial time is spent working on a computer. This role generally requires mobility, written and verbal communication, hearing and visual capabilities. However, reasonable accommodations, including assistive technology, may be made to enable qualified individuals with disabilities to perform such requirements.
COMPENSATION:
This is a full-time, non-exempt, employment-at-will position. Salary no less than $40,077.44. IMSA offers an excellent comprehensive benefits package, including health and retirement benefits. The State Universities Retirement System (SURS) is reciprocal with other Illinois public retirement systems such as the Teachers’ Retirement System of Illinois (TRS) and the Illinois Municipal Retirement Fund (IMRF).
The Illinois Mathematics and Science Academy provides equal employment opportunities to all applicants and employees without regard to race, color, religion, gender, gender identity or expression, sexual orientation, age, national origin, ancestry, citizenship status, pregnancy, disability, genetic information, marital status, political affiliation, amnesty, arrest record, military status, unfavorable discharge from the military or status as a covered veteran in accordance with applicable federal, state and local laws.