Job Title: Philanthropy Assistant
Classification: C4
Department: Johnson Center for Philanthropy
Updated: January 2019

Job Summary

This position performs many non-routine office and external event functions, including planning, coordinating, executing and daily managing of special events, webinars, workshops, and trainings. This position also provides administrative and program assistance to the Director of Communications and Engagement and other internal/external entities and individuals. This work substantially contributes to the goals and objectives of The Johnson Center for Philanthropy.

Essential Functions

• Manages all logistical aspects of special events, webinars, workshops and trainings, including food, facilities, materials, media services and external contracts.
• Assists with event assessment and event follow-up with clients. Administers, summarizes and maintains pre and post event evaluations and client surveys.
• Maintains and reviews budgets for events and special projects by performing duties such as reconciling, monitoring, making, and tracking expenditures, preparing budget status reports, and making recommendations as to projected budgets.
• Performs administrative work of a confidential nature for the Director of Communications and Engagement. This support includes scheduling and managing of calendars and correspondence, coordinating specific events and office functions, and assisting with carrying out the communication and engagement responsibilities.

• Prepares, edits and proofreads correspondence, reports and materials, including briefings and materials for funders and prospective funders.
• Acts with a high degree of independence as liaison with inside and outside contacts in preparing meeting materials, minutes, programs, updates, and other support functions related to the office.
• Conducts on a recurring basis self-initiated or program director initiated reports and projects.

• Provides administrative support regarding all aspects of planning and implementation of the prospective funder, grant and gift reporting. Tracks multiple grants/gifts and reporting requirements; reports and makes recommendations for next steps with prospective funders.
• Develops, prepares, and/or composes responses to memos and correspondence requiring research, judgment and discretion; routinely writes, edits and submits materials for internal/external communications.
• Compiles and logically formats statistical data and reports. Maintains, processes and manipulates data on a personal computer using word processing, database, and spreadsheet applications.
• Compiles data and materials for presentations and proposals.
• Assists with the marketing of events and programs.
• Assists in the coordination of other support staff activities to carry out the mission of the center.
• Occasional travel.
• This position may also perform duties characteristic of lower level clerical office classifications on a limited basis.
• Other related duties as assigned.

Non-Essential Functions

Not Applicable

Required Qualifications

• High school graduate or equivalent.
• Minimum of four years of relevant work experience.
• Demonstrated administrative and organizational skills.
• Experience with various computer software applications such as Microsoft Office and/or equivalent.
• Data entry experience.
• Typing and spelling competency with grammar and proofreading skills.
• Possess strong verbal and written communication skills.
• Demonstrated experience to successfully provide quality customer service.
• Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
• Demonstrated experience to successfully coordinate large projects.
• Demonstrated experience to successfully handle multiple demands efficiently.
• Demonstrated experience to successfully organize and prioritize workload.
• Demonstrated experience to successfully navigate challenging situations in the workplace, while using good judgement.
• Demonstrated experience to successfully work under pressure and meet deadlines.
• Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
• Ability to successfully maintain positive intercultural and interpersonal relationships.

Preferred Qualifications

• Bachelor’s degree.
• Higher education experience.
• Demonstrated knowledge of and experience in working with local, state and national foundation leaders and organizations.
• Demonstrated experience working with foundation grants and gift management.
• Demonstrated experience working with a customer relationship management database such as Salesforce.
• Supervisory experience.

Supervision Received

Receives minimal supervision from a designated supervisor. Much of the work is self-initiated.  Person is expected to function with considerable independence and apply appropriate policies and procedures within the assigned area of responsibility.

Supervision Exercised

Hire, train, schedule and coordinate the work of student employees and may act as lead worker to PSS staff members within the department/unit/division. 

Physical Demands

• To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

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