Foundation Job Descriptions

Executive Director Job Description

The Position
Provides long-range strategic leadership and day-to-day administration of the Napa Valley College Foundation. Responsible for planning, organizing, directing aggressive and comprehensive annual fund raising campaigns reaching all sectors of the Napa Valley community; for pursuing fund raising strategies, such as planned giving, that enhance the long-term financial health of the foundation; for the recognition of donors; and for coordinating the distribution of foundation funds through student scholarships, faculty grants, and other means, to advance the quality of the college’s academic programs. Reports to the College President; and works in collaboration with the Dean of Research, Planning and Development, the 35-member Foundation Board of Directors, and other departments within the college.

Napa Valley College
The college is a vital part of a community known for its beautiful setting, cultural amenities, and a year-round mild climate. We are dedicated to educational excellence, student success and personalized service. The college has a rich tradition of educating generations of Napa Valley residents. We serve more than 9,000 students at our main campus in Napa and at a satellite campus in St. Helena.

Our Faculty, Staff and Students
Napa Valley College has a staff of 100 faculty members, 130 classified employees and 35 administrators; and a part-time staff of more than 400 people. We promote and support a spirit of teamwork. Attracting, nurturing, and celebrating diversity in staff and students are college priorities. We work with a diverse population of students from all socio-economic, cultural, and educational backgrounds.

The Napa Valley College Foundation
The Foundation, a 501(c)(3) non-profit corporation, raised nearly $500,000 in 2003. Two hundred eighteen students were awarded scholarships totaling more than $175,000. The Foundation raised funds for the construction of a classroom building and teaching winery to support the viticulture and winery technology instructional program. Faculty achievement is recognized annually through grants that promote growth in academic skills. The Foundation was also instrumental in gaining community support for a $133.8 million bond measure passed in 2002 that will fund new classroom buildings, a library, and performing arts center.

Director, College Foundation Job Responsibilities
The duties include, but are not limited to, the following: solicit private monetary contributions through annual fund drives, planned and deferred giving, capital and major gift campaigns, endowment development, special events, business partnerships and grants acquisition; identify and cultivate potential benefactors from within the business, foundation, philanthropic, alumni and college staff communities; promote the involvement of community leaders and other advocates of the college in enhancing the image and visibility of the college; participate with the foundation Board and the College President in formulating foundation goals and objectives; develop and implement marketing and resource development plans; interpret and communicate the goals and needs of the college to the foundation, potential donors, the business community, the media, and the public; participate in college and community activities that promote the college, its programs and achievements; train and supervise staff and volunteers engaged in fund raising and other foundation office activities; represent the foundation on various college and community committees; participate with college business and finance office staff in developing budgets and accounting for all foundation fund revenues and expenditures; prepare a variety of written reports including an annual foundation report, letters, brochures, grant applications and other documents; coordinate the work of the Foundation Board of Directors and its committees; produce and host events using volunteers and paid staff; and direct the maintenance of all foundation records including donor/prospect records, the donor database and donor recognition.

Education and Experience Any combination of education and experience that would demonstrate possession of the knowledge, skills and abilities necessary to perform the described scope of responsibility. This could be represented by possession of a Bachelor’s degree in education, business or public administration, social sciences, marketing, communications or a closely related field; and considerable experience in institutional fund raising, advancement, development and marketing, and/or alumni relations. Experience working with individuals from diverse cultural, ethnic, economic, educational, age and gender backgrounds is very advantageous. Experience at a community college or 4-year college or university is desirable. Desired Professional Competencies Knowledge of: fundraising activities; marketing; donation program strategies and instruments associated with unrestricted and restricted gifts, endowments, planned gifts, outright gifts, insurance policy gifts, property gifts, corporate matching gifts, foundation gifts, in-kind gifts, and naming opportunities; community college philosophy and scope of educational programs. Demonstrated ability to: create a program vision and strategic plan that incorporates a comprehensive and diverse range of giving programs; independently initiate and execute program goals and measure results; lead, supervise, and motivate staff and volunteers; make effective oral and written presentations; represent the college and the foundation with a wide range of constituencies in a manner that heightens the quality of the relationships and advances the positive perceptions of the college and the foundation in the community; be sensitive to and understand the diverse academic, socioeconomic, cultural and ethnic background of the staff, students and community in general; promote college and related foundation initiatives that help advance the college’s commitment to meeting the needs of a diverse staff and student population; develop, implement, manage and evaluate complex budgets and related record keeping requirements; work cooperatively with other college staff; and interpret and apply program regulations.

Nature of Assignment
This is a full-time, 12-month administrative position. The college offers a comprehensive fringe benefit package, including medical, dental, vision and life insurance; income protection; employee assistance program; PERS or STRS retirement system membership; 18 paid holidays, including two weeks for Winter Break; 22 vacation days, and 12 days of sick leave annually.

Administrative Assistant Job Description
Support the foundation department in all aspects of fundraising, special events, long-term planning, and stewardship of donors and college supporters; maintain communication with each member of a 35-member board; manage and maintain donor database; liaison between college departments to implement funding programs. Manage office functions. In absence of executive director, meet with donors and prospects to review giving program, prepare meeting agendas with committee chairs; provide information as needed, prepare budget statement for events, solicitations and fiscal year contributions.

Liaison with a variety of college departments, such as Financial Aid Department for timely and accurate coordination of scholarship selection process, Business Office for financial reports, and invoices, President’s Office for scheduling meetings & events; also provide letters and documents for signature, Office of Instruction for McPherson Awards and Foundation Grants, Community Relations Office for the preparation of marketing tools; with Facilities for preparing for events; and selected program chairs when developing outreach programs through foundation committees. Attend professional conferences for program training and foundation development. Provide detailed reports for annual audit. Consult with investment manager, accountants, and vendors to provide accurate information to board members and administrators.

The Administrative Assistant must be proficient in standard office techniques & equipment, including letter and report writing, research and report preparation and basic statistics, principles of employee/volunteer training and supervision, effective interpersonal relations, perform difficult and complex technical and secretarial work with independence and effectiveness, coordinate administrative tasks and assume responsibility for unique and complex projects, compose difficult correspondence independently, analyze difficult and/or sensitive situations and adopt an effective course of action, principles and practices relating to budget programs and general systems management, active listening – giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, law & government regulations about charitable gifts, establish and maintain interpersonal relationships to create a cooperative and constructive working relationship. IRS guidelines regarding contributions to non-profit corporations 501(c)(3),NVC Foundation bylaws and policies, NVC Scholarship/Financial Aid policies and guidelines, Standard Accounting Principles.

The Administrative Assistant has a high level of public contact, including but not limited to NVCF President, Treasurer, and Committee Chairs; all NVCF board members; NVCF investment managers; printing vendors and mailing houses (both on and off campus); donors and office vendors.

The Administrative Assistant uses own judgment when 1) Processing contributions: coding structure of database software, 2) Responding to donor inquiries to appropriately designate their contributions & endowments, 3) Follow-up with board leadership to ensure foundation programs and goals are met, 4) Meeting regularly with NVC Financial Aid/EOPS counselors to prepare scholarship awards, receptions and ceremony.

In support of the Investment & Finance Committee,record in detail current market and investment trends, as well as budget policies and procedures in an effort to effectively communicate the will of the board members and the foundation organization. Prepare donor reports from detail entered into the database in order to analyze donor trends that will also make comparisons between fiscal years or calendar years.