Administrative Coordinator

Position Summary

The Jewish Community Foundation under the Jewish Philanthropies of Southern Arizona manages approximately 500 charitable funds serving Jewish and non-Jewish donors primarily in the Tucson area. The Foundation Coordinator position is responsible for providing administrative support to Foundation professionals to help ensure donors and fund holders have an excellent experience. Duties include responding to donor needs, maintaining the Foundation database, supporting events and administrative support for Foundation staff.

Key pillars

• Donor Services
• Administrative Support
• Database Maintenance and Support
• Event/Meeting Support

Essential Functions

Donor Services

• Respond to donor inquiries via email or phone.
• Assist donors with the online donor portal including troubleshooting issues.
• Answer donor questions about fund activity.
• Enter grant requests received outside of the donor portal.
• Generate and mail Foundation donation acknowledgement letters and tribute cards.
• Coordinate all outbound mailings, including generating and proofing mailing lists from the Foundation database and mail merges. Record responses.
• Assist with the preparation and mailing of fund statements.
• Develop a thorough understanding of the funds' activities and donor preferences.

Administrative Support

• Provide high-level administrative support for 3-4 Foundation professionals.
• Create fundholder letters and review for accuracy.
• Prepare basic fund documents.
• Upload and organize scanned documents for Foundation activity archiving.
• Monitor, order and update Foundation supplies and marketing materials.

Database Maintenance and Support

• Update donor records.
• Enter new funds and update.
• Generate and run reports.
• Assist with database cleanup-maintenance.
• Create and track events in the Foundation database.

Event/Meeting Support

• Generate lists to communicate with constituents.
• Organize and create seating, name tags and other items.
• Coordinate food and setup needs with Event Coordinator.
• Work at external and internal events, including room set up and clean up.
• Post and update all Foundation events across multiple internal and external calendars.
• Make follow up phone calls to prospective event attendees.

Other

• Demonstrate JPSA's core values which include being flexible, open-minded, reliable, accountable, creative, a critical thinker, an effective collaborator, an open and respectful communicator, a good ambassador for the organization and ready to pivot as necessary.

• Work evenings and weekends as needed to accomplish the essential functions of the role.
• Other duties as assigned.

Required Qualifications

• 3-5 years of high level administrative support experience.
• A minimum of 2 years experience providing high level customer service via email and/or phone.
• Passion for JPSA's work to sustain, support and enrich the Jewish community locally, in Israel, and worldwide.
• High level of proficiency in Microsoft Office.
• High degree of confidentiality, discretion and good judgement.
• Detail oriented, organized, high level of accuracy and professional demeanor.
• Strong communication and relationship building skills.
• Time management skills.
• Technological aptitude with a willingness to learn new systems and skills.
• Ability to be flexible and thrive in a fast paced environment.
• Ability to work collaboratively as well as independently knowing when to ask for assistance or obtain approval.
• Ability to be flexible and multitask as priorities change.
• Ability to work early mornings, evenings and weekends, as necessary.
• Ability to legally work in the United States.
• Ability to pass criminal background check.
• Ability to provide a clean 39-month Motor Vehicle Report.
• A valid Arizona driver's license, which must be maintained throughout employment.
• Personal vehicle insurance that meets or exceeds the Arizona minimum requirement.

Preferred Qualifications

• Experience working for a community foundation or other nonprofit organization
• 2-3 years of bookkeeping or accounting experience
• Experience working in fund accounting
• Experience working in CRM databases, specifically MS Dynamics CRM systems