OFFICE COORDINATOR AND DATA SPECIALIST
Location: Connersville, IN
Time Commitment/Status: Full-time Exempt; Office hours of 8:30a-4:00p M-F; occasional evenings, weekends may be required
Reporting: Reports to the Executive Director
About the Fayette Community Foundation
The Fayette Community Foundation’s mission is to inspire a spirit of philanthropy and leadership in Fayette County to enhance the quality of life. We connect donors and nonprofit agencies to improve the quality of life in our community. We help strengthen nonprofit agencies to better respond to community needs with financial support and capacity-building programs by providing grants from our unrestricted endowment and discretionary funds as well as from donor-advised funds. The Foundation is uniquely qualified to steward the hopes and dreams of the people that care deeply about an organization or cause by carrying out donors’ philanthropic visions after they are gone.
Job Description Summary
The Office Coordinator and Data Specialist is a valued member of the Fayette Community Foundation and supports its effectiveness and efficiency by managing key office tasks such as: overseeing office interactions, responding to requests and questions, sending emails, managing supplies, and other tasks supporting the work of the Foundation team. In addition, the Office Coordinator and Data Specialist works collaboratively with the team to ensure the accuracy and effective use of documentation, data, and reporting.
A successful candidate will be both people- and process-oriented, able to serve as the first positive Foundation contact with the public as well as develop and follow detailed procedures. The candidate will observe a high level of confidentiality and respect for others when dealing with sensitive and private personal and financial information. A candidate who is motivated by innovation and comfortable with change is ideal.
Promote the mission of the Fayette Community Foundation and the support of Fayette County, Indiana inside and outside the office.
Core Office Services:
- Scheduling and documentation of meetings
- Maintenance of office supplies and equipment
- Reception duties
- Administrative support to staff
- Managing incoming and outgoing mail
Financial and Reporting Tasks:
- Oversight of gift receipting and acknowledgement
- Preparation of various financial reports and analyses, including income and expense reports, budgets, and government reports
- Oversight of the Foundation’s annual audit and periodic national accreditation renewal processes alongside the Executive Director
- Managing invoicing, payments, and budget reconciliation
Data Management and Communications Tasks:
- Gift and data entry
- Database management
- Maintain updated constituent data
- Management of electronic and paper version of fund documents
- Proofreading mailings, emails, and other communications
As members of a small, nimble team all staff work collaboratively with one another on various projects, programs, and tasks. Therefore, there may be other duties assigned not listed in this description.
- Integrity – Share complete and accurate information, maintain confidentiality, meet own commitments, and adhere to organizational and regulatory policies and procedures.
- Professionalism – Demonstrate personal accountability and effective work habits and understand the impact of behavior and communication on the professional image of the Foundation.
- Respect for Persons – Affirm and reinforce mutual respect, responsibility, and caring and seek to be helpful, trustworthy, and considerate of others on the team. Appreciate and leverage the capabilities, insights, and ideas of all individuals, in order to work effectively with individuals of diverse style, ability, background and motivation.
- Confidentiality – Handle employee and public data and inquiries with sensitivity, tact and diplomacy.
- Attention to Detail – Diligently attend to details and pursue quality in accomplishing tasks.
- Organization – Ensure the optimal use of time, energy, and resources to achieve objectives.
- Computer and Technology Proficiency – Proficiency in Microsoft Office Suite (Intermediate to Advanced skills in Word, PowerPoint, and Excel), email and calendaring systems, and electronic document management systems (Google Drive, Box, Dropbox, etc). Possess the knowledge to create a document and do basic formatting, insert page breaks, create headers or footers, insert graphics, create automatically generated tables of contents, and create mail merge form letters from a dataset. Generate tables from data, create filters, and utilize basic formulas, functions, and calculations.
- Communication – Communicate effectively, establish and maintain working professional relationships with individuals from diverse backgrounds, and demonstrate respect for varied perspectives and experiences.
- Interpersonal Skills – Notice, interpret, and appropriately respond to others’ concerns and feelings, and communicate this awareness empathetically to others.
- Critical Thinking and Decision Making – Take initiative, work independently as needed, and solve problems.
- Data Management and Reporting Skills – Accurately input data into database and identify, collect, and organize data for analysis and decision-making.
- Financial Management – Appropriately apply budget and accounting principles and procedures to work. Efficiently retrieve, use and analyze information to develop user-friendly and accurate reports.
- Accounting – Experience developing and managing program budgets and familiarity with accounting practices
- Grant Management – Experience in grant writing, report development, and program tracking
- Advanced Computer Systems – Advanced skills in Microsoft Excel and Intermediate skills in Microsoft Access, SQL, WordPress.
- High school diploma required
- A current or past Fayette County, Indiana resident would be preferred.
- Routine office tasks, including prolonged periods sitting at a desk and working on a computer, assisting with event setup/cleanup, and assisting in keeping the office environment tidy.
- Must be able to lift up to 25 pounds at times.
- Some local travel may be expected.
How to Apply:
Please submit PDF’s of both of the following:
- Cover letter explaining:
- Your interest in the position
- Why you would be a good fit for the role
- Why you would like to join the Fayette Community Foundation team
Email both PDF’s to email@example.com.
Applications are due by May 2, 2021 and will be reviewed as they are received.
The Fayette Community Foundation 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.