Foundation Office Administrator

Help Others, Make a Difference, Save a Life.

Do you want to make a difference in people's lives every day?
Or help people navigate the tough spots in their life?
And do it all while working where your hard work is appreciated?

You have a lot of choices in where you work…make the decision to work where you are valued!

Join the McNabb Center Team as the Foundation Office Administrator today!

The Foundation Office Administrator

JOB SUMMARY:

• Provides professional support services to the Foundation and Development office which reflects positively on the Center's management and facilitates the fundraising efforts of the Foundation.
• Database administrator for fundraising software.
• Most frequent point of communication with Foundation Accounting Staff, auditors and investment managers.
• Support for Helen Ross McNabb Foundation Board of Directors and all meetings.
• Maintain strict confidentiality of client, donor and staff information.

This job description is not intended to be all inclusive; and employee will also perform other reasonable related job responsibilities as assigned by immediate supervisor and other management as required. This organization reserves the right to revise or change job duties as the need arises. Moreover, management reserves the right to change job descriptions, job duties, or working schedules based on their duty to accommodate individuals with disabilities. This job description does not constitute a written or implied contract of employment.

JOB DUTIES

1. Provides meeting support

2. Maintains files

3. Answers incoming and places outgoing calls for Foundation

4. Drafts Correspondence and Fundraising Materials

5. Data Entry/Maintenance

PERFORMANCE STANDARDS

• Determines optimum meeting time for all participants.
• Provides timely notification to attendees.
• Prepares and distributes agenda and materials.
• Accurately documents meeting contents.
• Organizes documents logically.
• Consistently maintains file security.
• Answers telephone calls for Foundation.
• Returns calls/replies to all messages within one hour.
• Screens calls appropriately.
• Uses friendly and professional telephone manner.
• Produces documents with professional appearance.
• Writes using a clear and effective communication style.
• Addresses all correspondence correctly.
• Processes all correspondence timely.
• Completes all forms accurately
• Organizes and maintains all documentation of transactions.
• Submits expense requests according to required time frames.
• Prepares Foundation deposits and ensures delivery to Financial Services.
• Processes all donations and batches deposits for delivery to Financial Services.
• Prepares end of month financial reports for delivery to Financial Services
• Records and invoices pledge commitments
• Provides documentation and support during yearly audit process.
• Reconciles corporate card purchases for VP of Development & Government Relations
• Processes and Reconciles travel expenses for Development Office
• Acts as system administrator for fundraising management system.
• Enters all donations and generates thank you correspondence and reports within (2) days of receipt.
• Designs and implements custom reports in support of fundraising efforts and financial services.
• Research Foundations for a program/campaign match.
• Writes and/or edits Grant documents.
• Submits on-line or hardcopy grants on behalf of the Foundation.
• Maintains Grant resource/tracking database.
• Special event staff administrative support and event attendance.
• Assists Special Events Coordinators and Community Relations staff with developing mailing lists using postal software and preparing bulk mail orders.
• Develops and executes annual direct mail campaign.
• Organizes meetings including investment, finance, executive, nominating, campaign committees, and Board of Directors.
• Records minutes of meetings and prepares agenda packets.
• Prepares yearly Board of Directors orientation materials.

COMPENSATION:

• Starting salary for this position is approximately $20.32 /hr based on relevant experience and education.

QUALIFICATIONS - Foundation Office Administrator

Experience:

• Three year's clerical, financial services or customer service experience; or two years' experience as an executive assistant preferred regardless of education, strong math and organizational skills required and experience with data management software is strongly encouraged.

Education:

• Associates degree in Administration, Business, Communications, Office Management or related field.
• Five (5) years of related experience may be substituted for degree requirement.

Physical:

• Ability to lift 20 lbs.

Location:

• Knox County, Tennessee

Apply today to work where we care about you as an employee and where your hard work makes a difference!

Helen Ross McNabb Center is an Equal Opportunity Employer. The Center provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment.

Helen Ross McNabb Center conducts background checks, driver's license record, degree verification, and drug screens at hire. Employment is contingent upon clean drug screen, background check, and driving record. Additionally, certain programs are subject to TB Screening and/or testing. Bilingual applicants are encouraged to apply.