About the Position:

The Administrative Specialist, Supporting Foundations provides support to Supporting Foundations Managers, the Foundation Advisory Committee, and all activities of Supporting Foundations. This position reports to the Area Coordinator, Supporting Foundations and provides administrative support for multiple professional staff in the areas of supporting foundations and family philanthropy.

Essential Functions:

1. Manage a portfolio of Supporting Foundations.
2. Work in partnership with Supporting Foundation managers to ensure seamless Supporting Foundation meetings and donor relations.
3. Work with lay and Federation staff to schedule and prepare for Supporting Foundation pre and annual meetings.
4. Prepare various business correspondences, letters and grant reports as needed.
5. Meticulously proofread content to ensure accuracy.
6. Manage Supporting Foundation corporate and governance records.
7. Create and maintain grant records in multiple data systems, including grant payments, payables and grant terms.
8. Become proficient in the use of grant database to run reports/sorts by date, grantee, purpose etc.
9. Work closely and collaboratively with Finance department.
10. Track and organize Supporting Foundation grant applications, agreements, and reports.
11. Operate with team spirit and can-do attitude as part of a collective effort for excellence.
12. Support the cultivation of a culture of philanthropy within the organization.

Additional Duties/Responsibilities

1. Conduct research on prospective grantees and trouble shoot where necessary.
2. Update donor information in Customer Relationship Management (CRM) system.
3. Sort, route and distribute mail for Supporting Foundations Managers, ensuring that documents requiring signatures are turned around in a timely fashion.
4. Assume additional responsibilities and perform special projects as needed.

Qualifications:

Knowledge, Skills, Abilities and Personal Characteristics:

1. Strong knowledge of the Microsoft Office suite, including Outlook, Excel, and PowerPoint.
2. Proven experience working with enterprise database applications including Customer or Donor Relationship Management (CRM) Software.
3. Proven experience and comfort learning new software.
4. Strong project management skills.
5. Ability to partner with cross-department colleagues in a professional and collaborative manner.
6. Excellent verbal communication skills and ability to actively listen.
7. Detail-oriented, organized, accountable, deadline-driven, and solution focused.
8. Effective team player with the ability to work collaboratively with others.
9. Ability to handle confidential information and/or issues using discretion and good judgment.
10. Well-developed customer services skills exercising poise, tact and diplomacy, including exceptional telephone etiquette.

Education, Training and/or Experience:

1. High school diploma or GED.
2. Minimum 5 years’ experience in administrative role with an understanding of basic financial concepts .
3. Associate's degree, preferred.