Administrative Coordinator

1 month ago

Helena, United States Montana Community Foundation Full time

The Administrative Coordinator at the Montana Community Foundation provides essential administrative support to the Impact Department, managing day-to-day tasks to enhance efficiency within the department. The primary responsibilities of this role include coordinating meetings, managing schedules, and maintaining important documents. The coordinator will play a key role in preparing meeting agendas, taking detailed meeting notes, and distributing follow-up materials. Additionally, they will assist with updating databases, organizing program files, and supporting events, conferences, and webinars. This position will provide administrative support and coordination for MCF programs, including the Local Community Foundation Program and the Women?s Foundation of Montana, as well as the Philanthropy department. MCF?s mission is to Create a Culture of Giving so Montana Communities Can Flourish. This mission is accomplished through a strong team effort that focuses on collaboration, empowerment, and professional excellence. MCF places equal emphasis on an employee?s skills and an employee?s attitude, recognizing the combination of exceptional skills and a positive, respectful attitude make MCF a special environment for its employees and constituents. To that end, our employees must have a positive attitude and engage in constructive and appropriate communication. Employees must treat their employer, its constituents and each other with respect always. Each employee is a vital part of MCF?s team and plays an integral role in meeting our goals. Essential Duties, Responsibilities and Expectations MCF Impact Program Grant Support: 50% - MCF Impact and Community Grants - Assist with the coordination of impact grantmaking process. There are currently 15 individual impact grant opportunities at MCF. Assistance will include preparing grant packages including applications, summary reports and scorecards for committees. - Assisting with grantmaking committees, including scheduling, managing zoom, creating agendas, taking meeting notes, and preparing and sending out materials as requested. Maintain committee documents including committee job descriptions, conflict of interest statements, and contact information in CRM system. Assist with sending out annual thank yours to committee members. - Outreach support, including assisting with webinars for grantmaking opportunities as well as grantmaking committee orientations. - Administration support of partner grantmaking and fiscal sponsorships, including invoices processing, tracking, contract filing and tracking, and reporting calendar. Local Community Foundation (LCF): - Ensure annual LCF manuals and forms are updated and submitted to all LCF contacts. - Assisting with LCF board coordination including scheduling meetings as needed, managing zoom, taking meeting notes, and preparing materials as requested. Maintain board documents including committee job descriptions, conflict of interest statements, and contact information in CRM system. - Assist with LCF+ Incentive Program. - Assist with LCF convenings and quarterly webinars including assistance with scheduling, logistics (travel, food, hotels). Women?s Foundation of Montana (WFM): - Administratively support WFM grantmaking committee, including scheduling, managing zoom, taking meeting notes, and preparing materials as requested. - Administratively support WFM grant processes including promoting, question and answer webinars, eligibility checks, awards, and reporting reminders. - Assisting with grantee convenings, communication, and outreach. Administrative Support for Impact Department 25% - Provide general support for all Impact Programs including helping plan and coordinate events, conferences, outreach, and communication. - Assist and organize Impact Program Department staff meetings, including notetaking and scheduling. - Working with Database Manager, create new constituents? records and make updates in database system . Assist Impact Program Director will maintaining up-to-date constituent records. MCF Administrative Support 25% - Administrative support for Philanthropy Department. Competencies - Excellent attention to detail. - Ability to work quickly and accurately with multiple time-deadlines.- - Ability to maintain strict confidentiality. - Ability to work with diverse populations, interact with and motivate a wide variety of people including MCF board members, volunteers, Grantmakers, grantees and donors. - Strong command of spelling, grammar, and creativity. - Strong sense of self with demonstrated qualities of integrity, loyalty, and discretion. - Self-motivated and ability to work independently. - Proficient computer skills and experience with databases. - Ability to work effectively in a shared leadership work environment. - Excellent ability to prioritize competing projects and effective time management skills required. Impeccable follow-up on commitments. Education and Experience - Two years? experience working in a related field, preferably in nonprofit organizations. Work Environment - This job operates in a professional office environment. The person occupying this position routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines. Position Type/Expected Hours of Work/Location - This position is a non-exempt benefited position between 30-35 hours/week. This position can be based at any of MCF's office locations in Montana, including Helena, Missoula, Billings, Bigfork, or Havre. Preference will be given to applicants in Helena. Travel No travel is expected. Benefits MCF offers a competitive benefit package. Full-time regular employees are eligible to participate in group medical, dental and vision coverage; 401(k) retirement plan; Health Savings Account; and short-term and long-term disability coverage as well as generous leave. Other Duties Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. How to Apply To apply for this position, submit a cover letter, current resume, and three professional references to daphne@mtcf.org. Applications can only be submitted by email. The review of candidates will begin October 10.

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