Foundation Support Assistant - Part Time Days - Immanuel Home Office

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Job description

Overview The overall purpose of this job is to administratively support the Immanuel Community Foundation and Immanuel Vision Foundation. The primary responsibilities of this job include a variety of administrative tasks; assisting the Immanuel Community and Vision Foundations Executive Director in assuring smooth operation of the foundation offices; entering data and generating reports; processing and acknowledging donations; assisting with event and meeting preparation and execution; maintaining office equipment, supplies and spaces. Supports and lives out Immanuel's Mission and CHRIST Promises.

Responsibilities Key Areas Key Responsibilities and Duties of the Job Foundation Support

• Provide administrative and organizational support to the foundation staff with a high level of professionalism, accuracy, confidentiality and initiative.
• Manage office day-to-day operations.
• Help to continually educate Immanuel residents, participants, staff and vendors on Foundation operations and guide those questioning how they can get involved.
• Open, sort and distribute correspondence.
• Receive, process and acknowledge donations. Maintain donor database and donation reports. Track donor metrics.
• Update and maintain accurate donor records within MatrixCare or current donor management system.
• Answer and direct phone calls.
• Maintain calendars and appointments for designated staff.
• Schedule meetings, meeting rooms and conference calls for designated staff.
• Prepare documents and presentations such as committee meeting agendas, notes and foundation materials.
• Maintain electronic and physical files.
• Assist with written and verbal communication.
• Assist with mailings, newsletters, campaigns, cards and other correspondence distribution.
• Prepare birthday cards for all residents, participants and staff, as well as anniversary cards for all residents and participants. Work with community and center Executive Assistants monthly to obtain current lists.
• Order and/or deliver flowers and/or other small gifts to residents and participants having a milestone birthday, anniversary or special occasion.
• Support Executive Director with Legacy Circle member and community helper recognition.
• Create and assemble new resident and new employee gifts.
• Assist with coordination of Foundation educational and promotional programming including the Speaker Series, annual Appreciation Event, Reindeer Games, happy hours/socials, Legacy Circle outings, golf outings, donor appreciation, resident/participant engagement, etc.
• Coordinate food and beverages for meetings, set-up and clean up for events or meetings when requested.
• Maintain office equipment in coordination with home office manager and office supply inventory by ordering, distributing and storing supplies.
• Maintain public spaces to be neat, clean and orderly.

Other

• May serve on company-wide committees.
• Perform other duties as assigned or requested.

Qualifications Education-

• High School Diploma/GED is required.
• Associate Degree or college level Administrative/Secretarial courses preferred.
• Equivalent years of experience may substitute for education requirement.

Experience-

• Two (2) years of direct administrative/secretarial experience is required.
• Two (2) years of nonprofit administrative/secretarial experience is preferred.
• Equivalent years of education may substitute for experience requirement.

Other Requirements-

• Reliable transportation meeting all state vehicle requirements (licensed driver, insurance, etc.) is required, as this position will require travel between locations and other venues.

KSA- Knowledge Skills and Abilities-

• Ability and willingness to learn everything possible about Immanuel. To learn and understand how Immanuel's Promises and culture reflect its mission and values and how those are directly correlated to this job.
• Understands the true meaning of Compassion, Honor, Relationships, Integrity, Service and Teamwork and seeks to emulate these in your work.
• Ability to create and support an all-inclusive environment.
• Knowledge of principles, practices, standards and techniques of position.
• Knowledge of general office procedures.
• Knowledge of one's own strengths, how to put them in practice and measure successes and/or improvements.
• Skilled in the use of office equipment and computers, including programs specific to the job.
• Skilled in MatrixCare or current donor management system.
• Skilled in establishing and maintaining effective working relationships with residents/participants, co-workers, family members and vendors.
• Skilled in effective, professional and appropriate written, verbal and visual communication.
• Skills in professionalism and communicating with a pleasant demeanor.
• Ability to use a continuous improvement approach in daily business practices.
• Ability to exhibit high standards of ethics, accountability and responsibility.
• Ability to maintain extreme confidentiality.
• Ability to value and respect the dynamics of different opinions, outlooks and personalities.
• Ability to consistently work in a positive and cooperative manner with all levels of internal management and staff, as well as residents, participants and the external community.
• Ability to build rapport with all Immanuel residents, participants, staff and vendors.
• Ability to organize work effectively and manage time efficiently.
• Ability to be pro-active by seeking out opportunities to help rather than waiting to be asked.
• Ability to multitask with frequent interruptions.
• Ability to maintain focus and positive attitude amidst change or when under pressure.
• Ability to accept feedback as a way of giving and receiving opportunity for improvement.