Foundation Administrator

9 hours ago

Seattle, Washington, United States State of Washington Full time
Job Title: ALL Foundation Administrator

We are seeking a highly skilled and experienced ALL Foundation Administrator to join our team at the Office of the Secretary of State. As a key member of our team, you will be responsible for overseeing the administration of the ALL Foundation, cultivating relationships with board members, managing all financials, and overseeing Archives, Legacy Washington's, Library, WTBBL ALL Foundation), and the Washington Talking Book & Braille Library (WTBBL)'s private fundraising arm.

Key Responsibilities:
  • Administers, directs and oversees the ALL Foundation
  • Organizes meetings, coordinates all logistics, communicates with trustees, facilitates the agendas and generates minutes
  • Responsible for ensuring all activities are within the scope of the Foundation Articles of Incorporation, bylaws, financial policy, gift acceptance and planned giving policy
  • Creates, manages, and independently responsible for all correspondence with board members; maintains all records of Foundation business and transactions
  • Serves as liaison to Foundation's Finance Committee
  • Organizes legal documentation for institutional giving, licensing, and annual renewal as a charity and Foundation
  • Mines databases, current constituents, and former donors for prospects by analyzing multiple reports and conducting online research pertinent to projects that needs support
  • Tracks donors in Raiser's Edge and QuickBooks and reconciles the two
  • Oversees internal controls and procedures to ensure compliance with accounting practices
  • Directs the WTBBL annual fund campaign in collaboration with WTBBL director, including constructing annual campaign letter; Determines theme, current needs, scope, opportunities for development, and needed materials or services that donor funds could be used for and prepares reports for those requests for the Foundation Board
  • Directs WTBBL GiveBig campaign strategies and promotion with WTBBL director, identifies and strategizes other fundraising opportunities for WTBBL, including annual art auction and potential events and campaigns to raise funds and awareness of library service; identifies marketing strategies for ALL Foundation programs
  • Markets and manages WTBBL bequest (planned giving) program and incoming bequests; tracks bequest expenditures; builds and fosters relationships with WTBBL donors and prospective donors; manages all estate related legal documents and forms
  • Makes annual donor thank you calls with WTBBL director; identifies list of donors to be called
  • On behalf of the Secretary of State, formulates letters soliciting gifts and composes correspondence to major donors/sponsors with special recognition
  • Collaborates with ALL Foundation on concepts for annual giving campaign and events hosted by the ALL Foundation
  • Advises State Librarian, State Archivist and executive level staff on status of ALL Foundation
  • Oversees marketing & promotion of the ALL Foundation at a statewide level
  • Create & maintain COOP plan for the All Foundation
  • Manages statistical data for annual giving campaign and reports to stakeholders
  • Makes recommendations to State Librarian and Director of WTBBL regarding staffing changes
  • Interviews, recommends hiring, trains, monitors and evaluates staff
  • Manages, prioritizes and assigns work to subordinate staff; sets expectations & evaluates performance
  • Approves leave requests of program staff and ensures adequate staffing
  • Oversees outreach for ALL Foundation
  • Files required documentation to maintain charitable status
  • Prioritizes expenditures and projects future needs
  • Monitors & audits financial issues
  • Works with contracts & purchasing division to create interagency agreements & service contracts
  • Has delegated budget authority over program
  • Has delegated decision making authority
Requirements:
  • Five years of experience providing support to staff or a program including, but not limited to, interpreting policy and instructing others on application of policies, representing a program or office to clients, interacting with members of the public, composing correspondence, scheduling appointments and meetings, or coordinating events
  • One year supervisory experience performing the following tasks: interviewing, hiring, training, assigning, and/or directing work and evaluating staff
  • Ability to efficiently use a personal computer and applicable software to successfully perform the essential functions of the position
Preferred Qualifications:
  • Knowledge of nonprofit board administration and management
  • Knowledge of accounting and the production of administering basic financials for reporting purposes
  • Experience managing large programs with significant monetary impact
  • Experience directing charitable fundraising donation campaigns
  • Bachelor's degree in business administration or related field
  • Organizing multiple assignments to produce work products that are accurate and thorough honoring schedules, timeframes, and due dates
  • Demonstrated ability to exercise sound professional judgement
  • Demonstrated ability to analyze problems and create reasonable solutions
  • Demonstrated ability to lead a collaborative work group
  • Knowledge of the legislative process including experience such as participating in the bill writing process and/or communication with or serving as a legislative liaison for constituents and legislators
  • Working knowledge of the state budget process, public disclosure laws & personnel rules
  • Strong ability to cultivate relationships and promote programs with diverse and prominent trustees
  • Ability to operate in good faith and spending as directed
  • Ability to facilitate high-level meetings
  • Ability to communicate with constituents and prospective constituents and have a sold understanding of Legacy Washington, WTBBL and the Trust
Working Conditions:

Works primarily in an office environment with a standard laptop computer. Standard core business hours are Monday through Friday, 8:00 a.m. to 5:00 p.m. with the ability to work some evenings and weekends to support activities, events, and presentations, which are generally scheduled in advance. Some statewide travel may be required to support exhibits and events. Incumbent must be able to maneuver objects weighing 40 pounds with or without reasonable accommodation.

Special Requirements:
  • Prior to a new hire, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the position
  • This position is in a bargaining unit represented by the Washington Federation of State Employees (WFSE) and is subject to the terms of the Collective Bargaining Agreement between the State of Washington, The Office of the Secretary of State, and the WFSE
  • Current Washington State driver's license or have requested and obtained an appropriate accommodation

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