Under general supervision of the Executive Director of the PCC Foundation, performs a variety of clerical and secretarial duties in support of the PCC Foundation. Position is responsible for but not limited to: answering telephone calls and greeting visitors, providing customer service, typing and/or processing documentation, recording and typing minutes from board and committee meetings, gathering information, maintaining calendars, ordering office supplies, maintaining files/records or performing other tasks related to activities of the assigned division. Performs related work as directed.

Answer telephone calls and greets visitors; screen calls/visits and ascertain nature of business; direct callers/visitors to appropriate personnel; records/relay messages; respond to requests for service/assistance and dispatches staff members as appropriate; initiate and return calls as necessary.

Process departmental eProcurement card receipts and apply appropriate budget codes in Bank of America Works system.
 
Take and compile minutes for PCC Foundation Board Meetings and committee meetings.
 
Assist with Resource Development – Accept donation forms from Annual Fund donors and forward for processing, answer questions regarding Annual Fund campaign.
 
Assist in coordinating or conducting special projects, activities, or events; serve on special committees as assigned.
Participate in development of best practices.
 
Provide secretarial/clerical support for management personnel, and/or staff of assigned division; process a variety of documentation associated with division operations within designated time-frames and per established procedures. Coordinates and maintains Executive Director’s scheduling, phone and written correspondences.

Serve as liaison in coordinating work activities and communicating information between the assigned division and other departments/divisions, instructors, students, external individuals/agencies, or others.  
 
Assist, organize, and plan with PCC Foundation meetings, activities and events as needed/directed. Serve as the point contact for PCC Foundation board members, board meetings, and committee meetings. 
 
Follow policies and procedures of the College, NC Community College System, and PCC Foundation. Be familiar with non profit guidelines as shared.
 
Type, transcribe, proofread, edit, and complete various forms, reports, correspondence, logs, lists, change orders, invoices, travel petitions, travel reimbursements, meeting minutes, agendas, certificates, contracts, calendars, schedules, newsletters, presentation materials or other documents.

Operate a computer to enter, retrieve, review or modify data; verify accuracy of entered data and make corrections; utilize word processing, spreadsheet, presentation, e-mail, Internet, or other programs; perform basic maintenance of computer system and office equipment, such as replacing paper, ink, or toner; coordinate service/repair activities as needed.

Maintain calendar of activities; schedule and confirm appointments, meetings, interviews, conferences or other activities; update calendar on a regular basis and notify parties involved of changes.

Coordinate arrangements for various meetings or workshops, which may include preparing agendas and meeting packets, coordinating room/equipment setup, coordinating food/refreshments, attending meetings, recording/transcribing meeting minutes, distributing documentation, maintaining records, or other tasks as necessary.
 
Assist in gathering, organizing, and/or processing information, documentation, prepare, assemble, and/or distribute information, reports, surveys, questionnaires, or packets; submit required reports as appropriate.

Monitor inventory of office equipment, forms, and supplies; ensure availability of adequate materials to conduct work activities; initiate orders for new/replacement supplies; obtain competitive price quotes; distribute or deliver equipment/supplies as needed.

Process incoming/outgoing mail and e-mail messages; sort, distribute, open, screen, and/or route incoming mail; prepare outgoing mail for pickup; assist in conducting mass-mailing projects.
 
Maintain file system of various files/records; prepare and set up files; sort/organize documents to be filed; file documents in designated order; retrieve/replace files; scan records into optical imaging system; shred/destroy confidential or obsolete documents.

Maintain current publications, manuals, resource materials, or other documentation for reference purposes.

Perform general/clerical tasks, which may include making copies, distributing documentation, or updating department manuals/documentation.

Coordinate travel arrangements, accommodations, conference registrations, or other travel-related plans for division staff as requested.

Communicate with supervisor, employees students, graduates, other divisions, other departments, college officials, faculty, staff, other educational institutions, sales representatives, vendors, the public, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.

Maintain confidentiality of departmental documentation and issues.

Provide aid or backup coverage to other employees or departments as needed.

Perform related duties as directed.