Business Operations Specialist

40Hours |Flexible schedule to meet department needs to include possible
evenings and weekends.

Manage comprehensive donor, financial, scholarship, and alumni management systems. Train staff, student workers, and volunteers on the use of the systems. Design processes and procedures to maintain data integrity.

• Donor and Alumni Records:
  1. Design, manage, and keep current the database of private and corporate donors and alumni
  2. Provide reports for staff, management, and Board use
  3. Research using the Internet, personal interviews, and other tools, to enhance the information pool and ensure database accuracy
  4. Maintain data for all Foundation events (event registration, pricing, seating, and auctions)
• Financial Records:
  1. Maintain the Foundation's financial records. Work closely with the Foundation's accountants, Executive Director, auditors, Financial Aid, and Bursar's offices, to ensure accuracy and timely reporting
  2. Coordinate the processing of all gifts (cash, check, credit card, pledges, payments and in-kind), design and maintain the acknowledgement process, track donor recognition, and create and maintain all online giving, including donations, Foundation event fees, and College event registrations
  3. Track all grants originating through the Foundation
  4. Assist in the preparation of two annual budgets: MCC Foundation Support department and the Friends of MCC Foundation, as well as tracking performance of both throughout the year
  5. Coordinate and process all purchase orders, payment requests, and invoices for the Foundation and the Foundation Support budget
  6. Prepare all necessary supporting information for the Foundation's annual audit and federal and state tax returns, and assist the outside auditor with each
  7. Work closely with the Financial Aid and Bursar's offices to ensure Foundation financials match and are in good standing
• Scholarships and Awards:
  1. Monitor scholarship funds to accurately produce scholarship announcements and support development of annual scholarship budget
  2. Assist with the design and maintenance of the scholarship tracking and filing system
  3. Assist with creating systems to track scholarship agreements and ensure that all agreements clearly define the scholarship status, scope, and award criteria
• Work with the Executive Director and Scholarship and Outreach Coordinator to support consistent contact with all donors; provide updated, accurate financial information

1. Act as a main point of contact for Foundation Board of Directors regarding all financial and administrative items
2. Coordinate Foundation Board and Board Committee meetings, including scheduling, securing room reservations, coordinating any refreshments, compiling Board packets, taking minutes, and storing accurate records of all meetings
3. Support Executive Director with Foundation Board and Committee administration including attendance at board and committee meetings and creating meeting minutes, meeting schedules, policy updates, and tracking director participation and attendance
4. Coordinate ordering and securing all necessary items for new board members including name badges, business cards, nameplates, and personal bios.
5. Ensure Foundation website is updated for all board members.

• Foundation Data Management:
  1. Regularly update development staff on financial status and changes in donor information
  2. Train staff, student workers, and volunteers on best practices for maintaining donor integrity, use of the donor management system, and proper accounting methods
  3. Work with database vendors and IT staff on all updates, new releases, and to troubleshoot any database issues
  4. Set-up new database users and maintain security profiles per direction of Executive Director
  5. Work with IT staff to troubleshoot software and hardware issues
  6. In collaboration with the Executive Director, document and keep processes and procedures current for the Foundation office
  7. Support the efforts of the department in storing information, receiving guests, list maintenance, and general administrative support functions
• Provide support for Foundation events
• Ensure that Foundation website is updated and accurate. Recommend updates and changes to Foundation team as necessary
• Work collaboratively with others (e.g. colleagues, stakeholders, vendors) to accomplish functions and responsibilities
• Assume additional duties as assigned by immediate supervisor

• Associate's degree from a regionally accredited institution or equivalent
• Proficiency with fund raising and financial database/applications (Raiser's Edge/Financial Edge) or must complete training and acquire within six months of hire
• Experience managing multiple responsibilities and deadlines in a fast-paced, dynamic environment, while delivering work on schedule
• Three years of related experience, including database management, accounting methods and office support

Equal Employment Opportunity

McHenry County College declares and reaffirms a policy of equal opportunity and non-discrimination. The College will make all decisions regarding admission, employment, participation in educational programs, or activities, without discrimination on grounds of race, color, creed or religion, sex, national origin, ancestry, age, order of protection status, marital status, physical or mental disabilities, military status, sexual orientation, gender-related identity, pregnancy, unfavorable discharge from military service, or other factors prohibited by law. Decisions regarding employment include hiring, promotion, termination, wages or salaries, benefits, and other terms and conditions of employment. MCC is committed to diversity and inclusion in its college community. To request reasonable accommodation to participate in any aspect of the hiring process, contact Human Resources at AskHR@mchenry.edu.