Foundation Administrator

Masonic Charity Foundation - Wallingford, CT

Temp - 16hrs/wk

Summary of Position: 

The (temporary) Foundation Administrator is responsible for the day to day running of the MCF office.  This includes working closely with the Executive Director, Foundation staff, and volunteers, performing gift processing and acknowledgment, as well as diversified administrative functions to support the Executive Director and the Foundation as a whole.

Essential Duties and Responsibilities:

1. Gift processing for all appeals (Annual Appeal, Holiday Appeal, Masonicare Home Health & Hospice Appeals, memorial contributions, in-kind donations, and other appeals).Enter gifts and pledges onto Blackbaud Raiser’s Edge; create new and update existing electronic donor records as necessary; generate gift acknowledgment and notificant letters and gift proposals.  Submit Matching Gift information to companies as needed.  Process numerous in-house Annual Appeal mailings and track Annual Appeal results.

2. Provide administrative support to the Executive Director, including scheduling meetings and coordinating Foundation Team and donor meetings; compiling and preparing expense reports.  Schedule presentations and donor visits and provide support as needed to Foundation Team.  

3. Serve as administrative support to the MCF Board of Directors and various Committees.   Compile and distribute packets of board meeting materials.  Take minutes at board meetings.  Reserve meeting locations and order refreshments as needed. 

4. Track and monitor the MCF expense budget.  Prepare and submit purchase orders and special check requests for foundation operating expenses. Maintain and update budget spreadsheet to reflect month-to-date and year-to-date expenses.

5. Serve as Foundation IT liaison, assisting in the development of database queries, reports, coding, and user training materials.  Scan copies of donor memos and correspondence into Raiser’s Edge database. 

6. Coordinate donor stewardship program, including monthly greeting card mailings, and the updating of donor recognition plaques/materials.   

7. Direct incoming telephone calls; greet guests who enter the Foundation office, directing visitors to appropriate staff members; sort and distribute incoming and outgoing mail; Maintain or archive hard-copy donor files as needed.  

8. Track inventory and place orders for office supplies.  Organize storage areas of office supplies and stationery.  Report telephone, office equipment, and facility malfunctions to the appropriate parties.

9. Provide back up support for sponsorship and event registration processing for special events during busy times.  This includes: enter sponsorships, in-kind and cash donations, and attendance reservations onto Blackbaud Raiser’s Edge. Create new and update existing electronic donor records as necessary. Generate event solicitation letters and the appropriate event acknowledgement letters; stuff, meter, and mail event invitations and acknowledgments; create event seating assignment charts, registration lists, and nametags as needed using Blackbaud Raiser’s Edge.  

10. Perform clerical and other duties as assigned, and provide Foundation event support as needed.

Minimum Qualifications:

Education:                       High School Diploma required; Bachelor’s degree preferred

 Licensure:          N/A

Experience:       4 to 6 years administrative experience, preferably in a non-profit setting

Certificates, Licenses, Registrations                                     

Key Competencies:       Candidate must possess excellent administrative, organizational, database entry, and time management skills.  Attention to detail, accuracy and confidentiality are essential in all aspects of work.  Flexibility, multi-tasking, problem solving, self-directed, and a willingness/interest in continuing to developing skills and knowledge are necessary.  Position may require some evening and weekend hours, and includes occasional physically demanding functions related to file storage and archiving and MCF special events.  Measurable experience with Microsoft Word and Excel are preferred; knowledge of Blackbaud Raiser’s Edge software and nonprofit organization experience is highly preferred.