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Foundation Specialist

MiraCosta College

Last Updated: 9/10/22

Job Description

Foundation Specialist
MiraCosta College

For full details and to apply, go to

Type of Assignment: Full Time
Assignment Category: Regular Position

Position Details:
One regular, full-time position, 40 hours per week, 12 months per year on the Oceanside campus. The work schedule will typically be Monday through Friday, 8:00 am - 4:30 pm. The person selected for this position will be subject to assignment to any district facility during any hours of operation.

MiraCosta College believes that flexible work enables employees to achieve a more successful balance between work responsibilities and family life. The District offers the opportunity to telework (remote work) for certain positions, depending on the operational needs of the District and the provisions of the telework policy. Probationary and temporary employees are not eligible to telework unless approved by the appropriate vice president. No employee is guaranteed the right to telework. No employee shall be authorized to telework 100% of the time; regular, on-campus presence is expected for all District employees on a weekly basis.

IMPORTANT: MiraCosta College requires that all employees be fully vaccinated against COVID-19 in order to promote a safe and healthful workplace for employees and to promote the health and safety of our campus community. Unvaccinated employees are at greater risk of contracting and spreading COVID-19 within the workplace and to the college community that depends on college programs and services. As of August 23, 2021, all employees must submit proof of vaccination or request and receive approval for a medical or religious exemption prior to their start date. For more information, please visit

Salary Range: 19
Compensation: Starting at $5,072.25 per month (range 19, step 1) on the 2021-2022 salary schedule.

Employees must make arrangements for the direct deposit of paychecks into the financial institution of their choice, via electronic fund transfer.

A full benefits package which includes employer-paid medical, dental, and vision plans for employee and dependents; $100,000 employee life insurance; other optional coverages; and membership in the California Public Employees’ Retirement System (CalPERS).

Position Term in Months: $Term

Application Procedure:
In order to be considered for this position, you must submit the following documents directly in the online system and finish applying and receive a confirmation number by 11:59 PM on Thursday, May 5th, 2022:

1. Application on which you list all relevant experience.

2. A current resume or curriculum vitae summarizing your educational background and experience.

3. A cover letter addressed to the “Screening and Interview Committee” specifically describing how your experience aligns with the Desirable Qualifications, Essential Duties, and Other Duties.

4. Transcripts of college coursework which provide evidence of meeting the minimum qualifications as stated in this job posting. Unofficial or legible photocopies are acceptable. If a degree(s) was earned, the transcripts must state that the degree was awarded. Any degree/coursework used to satisfy the minimum qualifications must be from a postsecondary institution accredited by an accreditation agency recognized by either the U.S. Department of Education or the Council on Postsecondary Accreditation.

If your degree(s) is from a college or university outside of the United States, you must submit a detailed evaluation from a professional evaluation agency. To view a list of agencies approved by the California Commission on Teacher Credentialing, go to Transcripts or translations in English still require the evaluation to show the U.S. equivalence of your degree.

The screening and interview committee will review application materials for up to three to four weeks following the closing date. Applicants selected for interview will be contacted by phone; those not selected for interview will be notified by e-mail once interview candidates have been scheduled.

Offer of employment to the person selected for this position is contingent upon 1) successful completion of a pre-placement physical exam at district expense; 2) submission of a current tuberculosis test clearance; 3) proof of eligibility to work in the United States; 4) fingerprint clearance; and 5) approval by the Board of Trustees.

Retired STRS members are not eligible for this position.

Basic Function:
Under general supervision, perform all donor gift processing, gift receipting, accounts receivable and payable and fund administration for the MiraCosta College Foundation and the Development department; provide administrative support to the Executive Director of the Foundation and the Foundation Board, various committees, and Development office; and perform related duties as assigned.

Distinguishing Characteristics:

Essential Duties & Responsibilities:
The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.

1. Participate in selecting, training and providing day-to-day lead work direction to other support staff: assign and monitor work for completeness, accuracy and conformance with district, department and legal/regulatory requirements and standards; monitor work flow to ensure that mandated deadlines are being met in an optimal manner; provide information, instruction and training on work procedures and technical/legal/regulatory requirements.

2. Responsible for the entire life cycle of donations, from receiving and receipting the gift, to tracking expenditures and reporting how funds were spent.

3. Maintain highly confidential donor information.

4. Create and manage process and accounting systems to effectively and efficiently manage a high volume of transactions.

5. Responsible for all gift recording, processing and receipting in conformance with IRS rules and regulations, CASE guidelines and all other governing organizations and authorities including processing stock gifts, gifts in kind and grants.

6. Provide clerical and administrative support to the MiraCosta College Foundation Board, the Executive Director, the Vice President, Institutional Advancement, and various committees; keep legal records and prepare draft memoranda, correspondence, Board solicitation materials and other documents and reports, often of a highly sensitive and confidential nature; schedule and prepare agenda and meeting materials and take and type minutes for the Board committee and other meetings.

7. Enter, post and verify accounting data into the College and Foundation accounting system and donor management systems; reconcile budget and financial information, compile and distribute required reports and perform other financial processes including preparing and posting gifts and payments to appropriate funds and accounts; research transaction history in order to identify problems and errors.

8. Enter fund requests, communicate with vendors to obtain W9s, and create purchase orders for Foundation accounts.

9. Provide support for Foundation activities as needed, both in preparation and during the event. Creatively troubleshoot onsite, proactively resolving issues; prepare presentations, programs and publications; provide staff support.

Other Duties:
1. Set up department/program foundation funds.

2. Assemble requested data and prepare related reports.

3. Track and monitor internal grant awardees and provide assistance to fund managers.

4. Perform related duties as assigned.

Knowledge Of:
1. Basic principles and practices of fund development including campaign development, prospect management systems and event fundraising.

2. Principles, practices and methods of donor tracking and monitoring.

3. Basic fund accounting.

4. Organization, functions, procedures and rules of the Foundation Board and its committees.

5. Office administration practices and procedures.

6. Rules and regulations for the conduct of public meetings including requirements of the Brown Act and parliamentary procedure.

7. The district’s general accounting system and associated systems, practices and procedures for processing accounting information and interpreting input and output data.

8. Principles and practices of sound business communication; correct English usage, including spelling, grammar and punctuation.

9. Basic community relations and community outreach.

10. Applicable sections of the state education code, Title V and other state and federal laws governing foundations.

11. Federal, state and local laws, ordinances, codes, regulations and policies affecting Founda­tion accounting and financial systems.

Ability To:
1. Implement computerized donor accounting and tracking systems including database management, tracking code system management and developing automated systems for small gift campaign management.

2. Make calculations and tabulations and accurately process and review fiscal and related documents.

3. Coordinate and ensure the timely, accurate preparation of Board agenda and agenda packages.

4. Prepare clear, concise and complete documentation, minutes and other reports and correspondence.

5. Organize, set priorities and exercise expert independent judgment within areas of responsi­bility.

6. Read, interpret, apply and explain rules, regulations, policies and procedures including appropriate sections of the state education code and other applicable laws.

7. Prepare clear, concise and comprehensive correspondence, reports, studies and other written materials.

8. Communicate effectively, both orally and in writing.

9. Represent the district effectively in dealings with donors, the community and a variety of not- for-profit organizations.

10. Operate a computer, standard business software and maintain complex donor management system.

11. Demonstrate sensitivity to and understanding of diverse academic, socioeconomic, cultural, ethnic and disability issues.

12. Establish and maintain effective working relationships with all those encountered in the course of work.

Education & Experience:
To be eligible for this position, you must meet and provide evidence of the following minimum qualifications:

An associate degree and at least one year of professional clerical support experience using complex database systems. Experience in an educational setting is preferred. A bachelor’s degree from an accredited four-year college or university is highly desirable.

NOTE: For work experience, one “year” is defined as equivalent to 40 hours per week for 12 months, or at least 2,080 hours.

Desirable Qualifications:

Licenses & Other Requirements:
A valid California driver’s license and the ability to maintain insurability under the district’s vehicle insurance program.

Physical Effort:
The physical efforts described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Primarily sedentary with intermittent standing, walking, bending and stooping; occasional light lifting and carrying of objects weighing up to 25 pounds; ability to work at a computer, including repetitive use of computer keyboard, mouse, or other control devices; ability to travel to various locations on and off campus as needed to conduct district business.

Emotional Effort:
Ability to develop and maintain effective working relationships involving interactions and communications personally, by phone and in writing with a variety of individuals and/or groups from diverse backgrounds on a regular, ongoing basis; ability to work effectively under pressure on a variety of tasks concurrently while meeting established deadlines and changing priorities.

Working Conditions:
Primarily business office environment; subject to frequent public contact and inter­ruption; inter­mittent exposure to individuals acting in a disagreeable fashion; may work at any district location or authorized facility with occasional evenings and/or week­ends on an as-needed basis. Occa­sional local travel may be requested.

Posting Number: S21/22048P
Human Resources Contact Information: or [Register to View]
Job Close Date: 5/5/2022
Open Until Filled: No
First Screening Date:

About MiraCosta College
MiraCosta College is one of California's 115 public community colleges. The district operates two campus sites and two centers, and offers a robust online education program. Situated between San Diego and Los Angeles, MiraCosta College benefits from multicultural influences and cultural opportunities. Both students and staff enjoy a friendly atmosphere and the feeling that we are all here to help one another. MiraCosta College is an Equal Opportunity Employer with a commitment to diversity, equity, and inclusion. For more details, please visit our website at

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Company Details

Oceanside, California, United States
MiraCosta College is one of California's 115 public community colleges. The district operates two campus sites and two centers, and offers a robust online education program. Situated between San Diego and Los Angeles, MiraCosta College benefits from multicultural influences and cultural opportunities. Both students and staff enjoy a friendly atmosphere and the feeling that we are all here to help...