Administrative Associate, Institutional Advancement/Foundation

Open Until Filled
Part Time
Steven Wantz -
Minimum starting hourly rate $17.23
Directions To Apply:

Interested applicants must submit a resume and cover letter emailed to

This position is open until filled.

To qualify for employment, selected candidates must

  • successfully complete a criminal background check (for designated positions)
  • be able to work on campus as of the first day of employment
  • be a resident of DE, MD, PA, VA, WV or DC as of the first day of employment
  • be currently authorized to work in the US, as the College does not offer Visa sponsorships  
  • complete an employment application upon request, prior to progressing through the initial interview process

Department:  Institutional Advancement/College Foundation

Pay Grade:     6 (minimum starting hourly rate $17.23)                    

FLSA Status:  Non-exempt  

This Part time position is 21 hours per week.


This position provides general clerical and administrative support to the Office of Institutional Advancement and College Foundation.  It reports to the Executive Director of Institutional Advancement.


  • Prepares internal and external correspondence or documents including electronic versions as well as any other department related communications to support the assigned area and staff.
  • Schedules wide array of meetings for Executive Director, Foundation Board, Board Committees and event committees.  Takes minutes at meetings as directed.  Prepares Board and Committee Agendas and support materials. Contacts Members to confirm attendance. Maintains department calendar and schedules appointments for assigned staff. Interact regularly with internal constituents at all levels of the organization as well as members of the Foundation Board and donors.
  • Photocopies, scans, e-mails and faxes documents, distributes incoming mail and other related materials, requests/collects/tracks information, maintains inventory for assigned areas, and orders supplies.
  • Oversees assigned filing systems including electronic and digitized filing systems.
  • Perform mail merges, develop spreadsheets, create flyers or slide presentations, or update websites. Serves as back-up regarding donor and gift processing databases and processing of reports.
  • Answers telephone and serves as area receptionist answering basic inquiries; refers calls to appropriate parties as necessary; monitors flow of traffic within assigned area.
  • Place work orders and supply requests for the office. Process check requests and Unimarket accounting entries.  Submit and track all departmental expenses.
  • Maintain cost center budget records and reconciliation of monthly expenditures.
  • Provide support for department research, grant, fundraising, timekeeping/absence tracking, purchasing, travel, or accounting related activities.
  • Assists with planning, organizing, and assisting in various events as assigned.


  • High school diploma or equivalent. Three years or more of prior administrative support experience.
  • Keyboarding speed of 45 wpm.  Proficiency with word processing and other office software applications in a Windows environment (e.g. Word, spreadsheet, database, presentation graphics, etc.)
  • Excellent verbal and written communication skills.
  • Ability to use small office equipment, including copy machines and telephone systems.
  • Ability to use computers for data entry, word processing and/or accounting purposes.
  • Ability to work 21 hours per week.
  • Strong organizational and multi-tasking skills.
  • Must be positive, cooperative, and supportive.


The work is normally sedentary work which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body.  Additionally, the following physical abilities are required:

  • Hear/talk/communicate – Must be able to exchange information and communicate
  • Visual Acuity - Ability to perceive or detect surroundings
  • Mental acuity – Able to focus, concentrate, understand and convey subject matter
  • Repetitive motion (i.e. keyboarding)
  • Stand/sit/walk - Able to move or traverse from one area to another


College campus, direct contact with students, staff, faculty and the general public in classrooms, common areas, offices, and campus environments.   Work environment involves everyday risks or discomforts which require normal safety precautions typical of such places as office, meeting, and training rooms.  Use of safe workplace practices with office equipment; computers for data entry and word processing; avoidance of trips and falls; observance of fire and building safety regulations; and College policies.  Observance of traffic laws when/if driving a College vehicle. This Part time position is 21 hours per week.


This position will be placed on the College Hourly Salary Scale, Grade 6 with a minimum starting salary of $17.23 per hour.

Carroll Community College has the right to revise this position description at any time, and this position description does not represent in any way a contract of employment.

"Carroll Community College is committed to creating a diverse, equitable and inclusive environment. Carroll Community College is committed to Equal Opportunity Employment."