Administrative Assistant

OUR CULTURE

Our collaborative, innovative and equity driven culture empowers our staff to grow through individual development opportunities, team retreats and cross-departmental partnerships. We continue to evolve our culture by attracting and retaining new talent with valuable experiences and insight.

POSITION MISSION STATEMENT

The philanthropic services administrative assistant will provide excellent administrative support and customer service to the philanthropic services team, including our Community Affiliate Program, nonprofit and donor partners across the state, to ensure high donor satisfaction and the success of the philanthropic services team in inspiring generosity.

ABOUT THE DEPARTMENT

The Philanthropic Services team is the driving force behind growing and supporting our network of Minnesota philanthropists. Made up of experts from a variety of sectors, this energetic team works with individuals, organizations and financial and legal advisors to help them make a difference in Minnesota communities. The team provides a range of services—from estate planning support to the latest online tools for managing and tracking individual giving—and access to resources that help others be effective in their giving.

KEY RESPONSIBILITIES

Community Affiliates Program (CAP)

Administrative Support and Coordination

• Assist statewide partnerships manager and CAP staff to process affiliate contributions, prepare expenses for approval, donor reports and other mailings.
• Prepare annual affiliate financial overview reports for CAP staff and committees.
• Provide support for event registration and logistics for CAP program-wide events.
• Support CAP staff by drafting or reviewing letters, notes and memos as needed.
• Liaison with Marketing & Communications staff to update CAP materials, collateral and website content, and coordinate CAP story ideas and features.
• Support the updating and improvement of operational processes in collaboration with the Statewide Partnership Manager.

Customer Service

• Support CAP staff by providing donor customer service and problem solving related to contributions and fund administration, including requests related to fund agreements, grantmaking, fund statements, marketing collateral, and other stewardship requests.

Technology Systems Support

• Update and maintain affiliate board member rosters in iPhi and coordinate the annual SPMF advisory board ratification process.
• Support donors and CAP staff by providing information, training, troubleshooting, and user grievance resolution on technology used by the Foundation, including the internet, iPhi, Donor View, Report View and GiveMN.

Philanthropic Advising Team

Administrative Support and Coordination

• Assist philanthropic advisors in carrying out general philanthropic services activities and project management related to file management, data entry, drafting and editing documents, gift proposal entry, coordination and preparation for meetings, expense reports, report retrieval, mail processing, scheduling, and logistics.
• Audit and resolve uncashed grant checks and facilitate reissues and collaborate with grants administration to resolve issues with grants on hold and due diligence.
• Provide support for philanthropic services events.
• Serve as backup to other departmental administrators.

Customer Service

• Support Foundation fundholders and the philanthropic advising team by providing customer service, gifts and fund problem solving including fund agreements, grantmaking, fund statements, fund liquidations, marketing collateral, and other donor requests and stewardship.

Technology Systems Support

• Support donors and philanthropic advising team members by providing information, training, troubleshooting, and user grievance resolution on technology used by the Foundation, DonorView, Report View, and iPhi.

Nonprofit Strategies

Administrative Support and Coordination

• Assist nonprofit strategies manager in delivering administrative support for nonprofit fundholders, including mailing quarterly statements, grantmaking related to discretionary distributions and mail processing.
• Provide support for nonprofit endowment fundholder events.

Customer Service

• Support nonprofit fundholders by providing customer service and problem solving related to gifts and funds, including fund agreements, fund statements, and other donor requests and stewardship.

Technology Systems Support

• Support nonprofit fundholders by providing information, training, troubleshooting, and user grievance resolution on technology used by the Foundation, including the internet, Donor View, Report View, and iPhi.

Demonstration of the Foundation’s core organizational values in performing all duties.

• At least two years of relevant customer service and administrative support experience; experience working with donors, business leaders, and providing a highly engaged level of customer service.
• Strong verbal and written communication and interpersonal skills
• Excellent customer service and problem-solving skills
• Excellent organizational skills and attention to detail
• Ability to show initiative; willingness to learn and take on responsibilities.
• Ability to prioritize a large and varied workload, working effectively with colleagues across an organization to successfully manage projects and assignments from beginning to end.
• Demonstrated experience working independently and identifying or initiating ways to enhance processes, procedures, or outcomes.
• Confidence and competence in learning and using existing and new technologies; hands-on database experience preferred.
• Demonstrated ability to effectively interact, communicate, and collaborate with people from cultural backgrounds other than your own.

Typical physical demands include:

• Ability to remain in a stationary position 50% of the time, either at home or onsite.
• Occasionally moving about inside the office to access filing cabinets, etc.
• Ability to communicate information and ideas so others will understand. Must be able to exchange accurate information in these situations.
• Ability to observe details at close range (within a few feet of the observer).

COMPENSATION & BENEFITS

The compensation for this position is $57,100 and includes participation in the organization's benefits plan.

Classification: Non-exempt; Full-time.

Location: All employees are expected to live within a commutable driving distance to the Foundation.

The work of our organization changes as we continuously seek to have greater impact. All of our team members must be flexible and able to adapt to short and long-term shifts in their job duties.

VALUES

What we believe in and how we conduct ourselves

We listen

We Innovate and learn

Community is our Compass

We Commit to Equity

We Nurture Philanthropy

We consistently work to make our community a stronger, more equitable place. In order to fulfill our mission, we understand that employing a diverse team of knowledgeable, passionate individuals who reflect our community is vital. To that end, the Foundation’s staff consistently works to ensure that our recruiting activities and hiring plan align with our commitment to equitable hiring practices.

Application Deadline: Friday, April 18, 12:00 p.m. CST