Development Associate Metro

Job Posting: Development Associate (Metro, NWV & N. Coast)

Oregon Community Foundation (OCF) was founded in 1973 with a big mission: to improve the lives of all Oregonians through the power of philanthropy. In partnership with donors and volunteers, OCF works to strengthen communities in every county in Oregon through research, grantmaking, and scholarships. OCF is one of the largest community foundations in the country with over $3 billion in assets under management. In 2023, OCF distributed more than $200 million in grants and scholarships.

• Knowledgeable: You are knowledgeable about administrative and clerical procedures and processes, detail oriented, and accurate in your work.

• Organized: You are extremely organized; consistent in tracking details and follow-through; able to manage time effectively, prioritize, and meet deadlines; able to adjust plans as needed.
• Tech-Savvy: You are proficient with MS office products, and you have experience working in an HR information system.

• Customer Focused: You have a customer service focus, providing courteous and competent service that promotes trust and confidence.
• Communicator: You have excellent communications skills, with an ability to convey information clearly, effectively, and engagingly in writing and verbally.

• Proactive: You’re a self-starter, energized about the potential that comes with change and growth, flexible, adaptive, and comfortable with ambiguity.
• Culturally Agile: You work effectively with diverse people, teams, and communities, valuing the contributions each brings to the work. You’re a strong ream player and able to work independently as well as collaboratively with others.
• Professional: You are able to maintain the highest level of confidentiality and handle sensitive information and material, using exemplary discretion and judgement in what and how information is shared with others.

The Development Associate is a wide-ranging role that is a lead administrative staff for PSD that manages year-round virtual statewide events as well as in person regional events for the Portland Metro, Northern Willamette Valley, and North Coast areas. This position also assists philanthropic advisors in these regions to advance donor, prospective donor and professional advisor relationships, and staffs the administrative operations for the Philanthropic Services Department (PSD) programs. In addition, the Development Associate partners with the Sr. Complex Gift Officer to deepen professional advisor partnerships and donor relationships, as well as to support complex gift work and advisor events, helping to grow charitable giving statewide.

The Associate coordinates both the day-to-day activities and broader programmatic work statewide of the Development Branch and the PSD development team. For Metro Portland, North Coast, and Northern Willamette Valley, the Associate fields donor and professional advisor inquiries, delegates follow up, and schedules internal team meetings as well as external professional advisor meetings.

The Associate reports to the Portland Metro regional lead (Metro Sr. Philanthropic Advisor), fostering a positive office culture while helping to grow OCF’s outreach to prospects, donors, volunteer leaders, and legal and financial advisors. The Associate is a vital part of OCF’s development efforts and PSD events and projects.

• Community Engagement and Events Percentage of Time: 50%

• Manage the planning and execution of year-round development and community outreach events in PSD. Events are dynamic and evolving, but cornerstone events include Giving Matters for donors, widening circle donor/prospective donor events, and OCF professional advisor (see below) and donor appreciation events. Specific responsibilities include annual event planning, calendar coordination and scheduling, all aspects of event planning and execution (e.g. identifying venues, vendors including catering, audio, rentals, and negotiating contracts), developing invitation lists, managing invitations and communications, guest registration, on-site set up and implementation, and post-event follow-up.
• Collaborate closely with Sr. Philanthropic Advisor, Sr. Complex Gift Officer and Portland Metro Philanthropic Advisors, Marketing and Communications, PSD and Philanthropic Services colleagues, depending on the event.
• Lead administrative support staff for Leadership Councils representing three regions - Metro Portland, North Coast, and Northern Willamette Valley, in concert with regional directors/leads to engage OCF volunteer leaders as ambassadors and provide administrative coordination, meeting packets, and attendee communications, events, and member stewardship and recruitment.
• Plan and coordinate statewide work of Leadership Councils working with Administrative Manager and Director of Philanthropy.
• Work requires the ability to smoothly partner, communicate, and collaborate with regional leads, staff event leads and cross-departmental colleagues, as well as act independently and exercise discretion in decision-making.

• In coordination with the Sr. Philanthropic Advisor, support Portland Metro, Northern Willamette Valley and North Coast team operations in support of regional development staff and their donor and professional advisor work.
• Partner and collaborate with the regional directors/leads for Metro, NWV, North Coast, and Development Branch team in helping to advance the cultivation of prospects and legal and financial professionals, steward donors and engage volunteer leaders. This includes planning and implementing prospect and donor activities via events; triaging of OCF inquiries from prospective donors and advisors via the ticketing system and delegating assignments to philanthropic advisors; preparing event briefings and talking points for programs; and responding to donor or prospect inquiries when philanthropic advisors are unavailable.
• Handle scheduling and logistics for meetings for Leadership Councils and foundation to firm professional advisor meetings. This includes scheduling, room set-up and clean-up, catering, meeting agenda and packets, presentations, and technology needs. Record minutes and ensure timely distribution and retention of meeting records.
• Working with the PSD team of Philanthropic Advisors and with Marketing Communications, track and manage inventory of donor and professional advisor resource materials.
• Assist with proofreading important communications, occasionally drafting these documents. Monitor and share relevant PSD news with team and occasionally liaise with other departments.
• Work with Administrative Manager, Regional Office Associate Team and other administrative staff to organize and support statewide goals and workflow.
• Process routine correspondence and inquiries from a variety of constituents.
• Serve as back-up for other related positions and duties within PSD and the Philanthropic Services Branch and for the main Metro reception desk, as needed.
• Participate in special projects and collaborate with other administrative staff in the Philanthropic Services Department
• Assist with entering and maintaining data in OCF database as related to Philanthropic Services Department.
  • Other duties as assigned.

• Lead and coordinate the administrative work of the Sr. Complex Gift Officer. Manage calendars, schedule meetings with advisors and donors, assist with gift documents and facilitate internal communications to complete gifts, manage and organize donor correspondence, and run gift illustrations, among other tasks.
• In partnership with the Sr. Complex Gift Officer, recruit and manage speakers for Professional Advisor Forums, including documenting scope of work, managing speaker contracts and payments, securing presentation materials and assisting with program preparation, coordinating and executing the Forum, and program follow up to guests and handling CLE credits.
• Plan and manage Professional Advisor Breakfasts for Metro Portland, Northern Willamette Valley and North Coast, and assist with scheduling PA Breakfasts in other statewide regions.
• Manage database entries for donor and advisor meetings and communications, tasks/contacts, gift commitments, and other related activities for the Sr. Complex Gift Officer.

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  Additional Job Duties Percentage of Time: 5%

• Build and maintain knowledge of best practices and apply that to implementing improvements in PSD.
• Assist staff, as needed, to carry out work not specified above, as appropriate.

For the full job description, please visit Development Associate Job Description