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Philanthropic Services Associate

Poughkeepsie, NY 12603

Posted: 09/08/24 Employment Type: Permanent Industry: Admin/Clerical Job Number: 15648 Pay Rate: 47,000

Job Description

Position:  Philanthropic Services Attendant
Location:  Poughkeepsie, NY
Salary:  $47,000 - $50,000 BOE
Schedule:  Monday - Friday 9am-5pm
Job Time:  Permanent, Full Time
Benefits:  Health Insurance, Retirement Plan and Paid Time Off & Holidays

Position Description

The Philanthropic Services Assistant is responsible for providing administrative support to all activities related to fund management, donor relations, planned giving, estate administration, and events.

The Philanthropic Services Assistant commits to creating an inclusive atmosphere where differences are understood, valued, and respected, possessing the ability to work with diverse individuals and an enduring commitment to inclusion.


CORE COMPETENCIES - To perform the job successfully, an individual should demonstrate the following key skill requirements to perform the essential functions of this position.

Personal Effectiveness
 
  • Self-Awareness – The ability to clearly assess capabilities, reflect on activities and impact on others; pro-actively seek and welcome feedback, and incorporate and change behavior in response.
 
  • Integrity and Ethical Behavior – Maintain the highest personal and professional ethical standards of behavior in dealing with coworkers and stakeholders. Maintain strict confidentiality of donor and other information.
 
  • Adaptability – Be open to different and new ways of doing things; be willing to modify one’s preferred way of doing things. The ability to shift efficiently between multiple activities or sources of information.
 
  • Initiative – The ability to recognize situations that warrant initiative and move forward without hesitation; resolve issues, problems, or situations by identifying what needs to be done to achieve positive results. Seek out others to learn perspectives and takes action based on input.
 
  • Change Management - Initiate, sponsor, or champion organizational change; help others to successfully manage organizational change.  Create trust and alignment with internal and external stakeholders.

Service Excellence
 
  • Service Orientation – Maintain a positive service orientation and continually strive toward exceptional service. The ability to identify and respond to stakeholder wants and needs consistent with our mission and goals.  The ability to handle complaints in a professional manner, demonstrate courtesy and enthusiasm, and, in general, demonstrate a willingness and desire to help others.
 
  • Teamwork – Work well with others in a group, cooperating with others, exchanging ideas, and contributing skills, fostering a team climate of trust and respect where members are committed to a common goal.

Technical Knowledge and Expertise
 
  • Planning and Organizing - Manage competing priorities, organize work to meet deadlines, work well under pressure, anticipate and adjust for roadblocks and problems, and garner resources to get things done.
 
  • Understanding our Core Mission - Demonstrate and actively communicate our mission and values, connect daily work with the strategic plan, and be knowledgeable about factors affecting our organization.
 
  • Documentation – Meticulously track and document information in electronic and paper records in a timely manner to ensure complete and thorough information is accessible to all.
 
  • Continuous Improvement – Actively work to continuously improve, understand, and utilize the Foundations data and other systems, and demonstrate knowledge of and proficiency in the technical aspects of the job.
 
  • Technology Skills – Ability to use our database and other software to input, access, modify, or output information. Ability to leverage technology to meet organization needs and enhance stakeholder satisfaction.

Interaction & Communication Skills
 
  • Active Listening – Attend to and understand key pieces of spoken information, separating relevant from irrelevant information, in both one-on-one and group situations. 
 
  • Diversity and Inclusion - Commit to creating an inclusive atmosphere where differences are understood, valued, and respected.  The ability to work with diverse individuals, and an enduring commitment to inclusion.
 
  • Communication – Speak clearly and concisely with coworkers or stakeholders in one-on-one or small group settings.  This includes communicating information of a technical or specialized nature to people outside of one’s area of expertise. 

Achieving Results
 
  • Thoroughness - Ensure that information is complete and accurate; carefully prepare for meetings and presentations; follow up with others to ensure that agreements and commitments have been fulfilled.
 
  • Decision Making and Judgement – The ability to identify problems when they occur, analyze the problem, generate alternative solutions, evaluate the consequences of choosing each alternative, and select the most promising alternative.  This involves logically evaluating information and recognizing when and where to seek additional information and input. to seek additional information and input.
 
  • Autonomy - Performing work without close supervision, making sure tasks are completed on time, without error, and up to quality standards.
  EDUCATION AND EXPERIENCE Bachelor’s degree or three or more years’ experience working in nonprofit organizations’ programs.

WORK CONTEXT
  • Indoor workspace: typical office setting.
  • Telephone: must be able to be on the phone multiple times throughout the day.
  • Will be in contact with others via face to face, video conferencing, email.
  • Must be able to sit and stand for long periods of time with or without accommodation.
  • Must be able to lift up to 25 pounds with or without accommodation.
  • Must have access to reliable transportation.

SPECIAL REQUIREMENTS
The duties and accountabilities outlined in this Job Description are not necessarily an exhaustive list of responsibilities, skills, duties, requirements, efforts or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, our organization reserves the right to revise the functions and duties of the job or to require that additional or different tasks be performed as directed. This job position will require an individual to work hours outside a normally defined workday or workweek. This may include on and off-site work.



DUTIES AND RESPONSIBILITIES:

Administrative Support for Philanthropy & Planned Giving (40%)
  • Administrator of new fund opening, new planned gift entry processes, and estate administration.
  • Compose correspondence, including daily gift acknowledgments. File acknowledgements and related information.
  • Execute a calendar of outreach and engagement activities for legacy donors and professional advisors.
  • Serve as a backup contact for all relationships to our organization– receiving calls, answering questions, sending packets, and routing inquiries to the appropriate contacts internally.
  • Serve as a key point of contact for donors and fund advisors, supporting relationship managers who are functioning as the Stewards of selected donor funds.
  • Collaborate with the team to hand off donor/fund advisor servicing issues or to take a more active role in interacting with the donors/fund advisors, as appropriate.
  • Assist with donor related mailings and correspondence, including new fund packets and monthly anniversary, sympathy, and birthday cards.
  • Assist in developing and executing communication to donors/fund advisors and professional advisors (attorneys, financial advisors and CPAs).

Database Management (40%)
  • Produce and distribute weekly contact report for all staff.
  • Produce and distribute monthly Asset Development progress/dashboard report.
  • Utilize CRM and Fund modules in the CSuite system to maintain accurate and up-to-date records, including recording fund and estate administration documents, donor/fund advisor and professional advisor information and activities.
  • Generate planned gift and fund reports as requested, including exports from databases.
  • Provide administrative and project-based support as it relates to donor advised funds, endowed funds, planned gifts, and legacy society member management.

Event Management and Other Duties (20%)
  • Provide administrative and project-based support as it relates to special events (Annual Donor Receptions (3), Garden Party, Professional Advisors events, Partnership in Education reception and other events as assigned).
  • Work with Development and Marketing/Communications teams to identify and capture fundholder stories.
  • Other duties, as assigned; undertakes special projects, as requested.





 

Job Requirements

Event Management, Nonprofit, and Development Experience a plus
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About Poughkeepsie, NY

Explore exciting job opportunities in and around Poughkeepsie, New York! Nestled in the heart of the picturesque Hudson Valley, Poughkeepsie offers a perfect blend of historic charm and modern amenities. With stunning views of the Hudson River, vibrant art galleries like the Barrett Art Center, and the renowned Bardavon Opera House hosting Broadway shows and performances, this area is a cultural hub waiting to be explored. Indulge in the local cuisine at popular eateries along Main Street or take a stroll through the scenic Walkway Over the Hudson State Historic Park. Don't miss out on the chance to advance your career in a region brimming with opportunity and character!

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