Operations Coordinator - AHC Foundation

Allan Hancock College
$58,829.00 - $64,217.00 Annually
this position is not eligible for benefits.
United States, California, Santa Maria
Mar 29, 2025
Position Summary As the Operations Coordinator at the Allan Hancock College Foundation, you will play a critical role in the day-to-day administrative operations of this not-for-profit organization, located on the Santa Maria campus of Allan Hancock College. With a 47-year history and over $26 million in assets, the Foundation's core purpose is to "Ensure College for All" - to ensure that money is never a barrier to starting or finishing an education at Allan Hancock College. We pursue this purpose by raising scholarship funds, student emergency funds, special campaigns, and unrestricted funding for college and foundation priorities. In this role, you will serve as the administrative hub of the Foundation team, performing a variety of key operational functions-from interfacing with the public, students, donors, members of the Foundation's board, and college leadership; to managing event logistics, receiving gifts, and ensuring the integrity of donor data. You will report to the Executive Director of College Advancement and also provide executive support to that role. You will balance routine day-to-day administrative detail with managing special projects in collaboration with the Foundation team. You will exercise independence of action and be expected to make independent decisions within the scope of Foundation policies and priorities. The role demands meticulous attention to detail, an orientation toward hospitality, and a commitment to making projects and processes more efficient. Essential Functions and Qualifications ESSENTIAL RESPONSIBILITIES Hospitality. Serves as the first point of contact for the public when they contact the Foundation, whether in person, on the phone, or electronically. Ensures the Foundation provides impeccable hospitality in all its activities. Office Management. Ensures consistent coverage for the front desk and phones during normal working hours. Manages supplies, ordering, and invoices for office operations. Manages bulk mail processes and interfaces with the college's mail room and the USPS. Logistics & Events. Serves as key administrative support for Foundation special events. Works closely with the Foundation team, college staff, and external vendors in the planning, management, and execution of successful events. Board of Directors. Organizes meetings of the Foundation Board of Directors, including preparing, posting, and distributing agendas (as mandated by the Brown Act); reserving meeting rooms and making meeting arrangements; and taking minutes for all committees and regular meetings. Communications. Drafts correspondence, memoranda, and other routine business communications. Oversees and updates the Foundation's website. Assists with the Foundation's social media accounts. Donor Relations. Manages administrative communication with donors, including assisting with timely post-gift acknowledgment letters. Supports ongoing stewardship efforts with donors, including special recognitions. Data Integrity and Reporting. Maintains accurate and consistent donor data, including accurate gift receipts and current donor information. Collaborates with the Foundation team to provide accurate reports, analysis, and supporting information. Executive Support. Manages Executive Director's calendar and assists with scheduling; Works closely with Office of the President on the Executive Director's monthly reports for the Board of Trustees. ESSENTIAL KNOWLEDGE, SKILLS, AND APTITUDES Finalists for this position will have successful experience with the following: Operate effectively in situations requiring tact, diplomacy, friendliness, poise, and firmness. Demonstrate effective office management techniques and organizational skills. Be proficient with current office technology and have the ability to quickly learn sector-specific software applications. Demonstrate a knowledge of donor databases or other CRM systems. Compose correspondence independently or from general direction. Communicate effectively both orally and in writing, including drafting and copy editing for professional contexts using correct English usage, spelling, grammar, punctuation, and formatting. Demonstrate commitment to cultural diversity and inclusion. If not bi-lingual or multi-lingual, you can interact graciously and effectively with those who communicate in languages other than English. Maintain donor confidentiality and a commitment to an ethical and supportive fundraising environment. Perform professional operational and administrative tasks with independence and judgment. Be committed and conversant in the mission of the Foundation and Allan Hancock College. Minimum Qualifications An associate's degree or higher from an accredited institution of higher education (or considerable related experience)and at least three years' experience in a professional office environment. A bachelor's degree is preferred, and experience working with nonprofits and/or higher education is desirable though not required. Additional Information The desired start date is May 2025. Usual workdays are 8 a.m. to 4:30 p.m., Monday-Thursday, and 8 a.m. to 4 p.m. on Friday on the Santa Maria Campus at Allan Hancock College. Flexible work schedules are sometimes required, which can include occasional evening and weekend assignments (usually for special events). Duties are generally performed in an office environment, operating a computer keyboard and mouse, and sitting for long periods at a desk. The desk is in the open area at the front of the Foundation office with regular interruptions. Access to a standing desk is available. Regularly asked to lift, carry, or move objects weighing up to 30 pounds. Routine communication with internal staff and external constituents is required in-person, on the telephone, through email, and instant messaging applications. Pay and Benefits Annual Salary: $58,829-64,217 (determined by qualifications and experience) Benefits: Medical, vision, dental, and retirement Vacation: 15 paid days annually for the first four years, with regular increases after that. Holidays: 15 paid holidays (including a day off for your birthday). Note: This position is offered by the Foundation, not Allan Hancock College, and does not receive college benefits (including CalPERS). Apply To be considered for this position, the candidate must submit the following application materials through our website https://www.hancockcollege.edu/hr/: Apply with a cover letter, resume, and names/titles of at least three professional references (will not be contacted until the final stage of the selection process) at https://www.hancockcollege.edu/hr. Allan Hancock College provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. Hancock College will not sponsor any visa applications.