The Women's Fund of Central Ohio Administrative and Technology Coordinator

The Women's Fund of Central Ohio Administrative and Technology Coordinator                                  November 2011 The Women's Fund of Central Ohio is a public foundation that makes grants to programs that promise positive social change for women and girls.  With the vision of transforming the lives of women and girls by mobilizing the collective power and passion of all women working together, The Women's Fund promotes social change by growing women's philanthropy and making grants to programs that expand opportunities for women and girls. The Fund serves Delaware, Fairfield, Franklin, Licking, Madison, Pickaway and Union counties, giving voice and visibility to the over 800,000 women and girls in Central Ohio. Position Overview: The Women's Fund has an immediate opening for a full-time Administrative and Technology Coordinator to be a key member of a small, vibrant staff.  Reporting to and supervised by the President & CEO, this position will provide a range of administrative and executive administrative duties.  The Administrative and Technology Coordinator is responsible for providing consistent and thorough management of The Fund's donor database and gift acknowledgement system, including direct responsibility for processing all gifts and acknowledgement letters, direct support to the administrative needs of the President & CEO and other staff as needed, provide critical coordination of budget oversight with accounts payable, and reconciling internal bookkeeping with financial statements from accountant, and assisting with events and mailings. Status:  Reports to President & CEO.  Works collaboratively with all staff members including Director of Grants and Programs and Development Officer.  In addition to being point of contact and providing supervision to volunteer interns.    Responsibilities: The Administrative and Technology Coordinator is considered a hands-on staff member, working in a small office where shared responsibilities/workload are critical.   Maintain information database. This includes entering complete and accurate information for each individual and organization.  Proofread and search out additional information that is not readily available to keep database accurate and current. (i.e. areas of interest, affiliations, outcomes, application status, etc.)  Generate standard reports and mailing lists from database. Coordinate and maintain database improvements and any necessary modifications based on the needs of the organization.      Manage and maintaining all donor records and gift processing.  Directly responsible for processing and recording all gifts including payment by check, credit card transactions, and online donations and promptly send acknowledgement letters.  Maintain impeccable donor and prospect records; prepare customized reports; manage all tracking of donor and prospect information. Works closely with Development Officer for invoicing donor pledges/receivables. Provide support to the Development/Fundraising campaigns. Coordinate all development-related mailings (solicitations, special event invitations, newsletter mailings and annual report mailings, etc.) Support development events, such as receptions, stewardship lunches, cultivation events and fundraiser training sessions.  Support all elements of planning The Women's Fund's annual event.  Assemble materials for individual and corporate donor proposals.  Maintain and develop tracking systems for all development activities. Provide support for financial services.  Process all accounts payable.  Work with accountant to reconcile financial statements with donor database.  Assist with cash flow reports and budget updates for staff. This includes the documentation that ensures the organization's compliance with Generally Accepted Accounting Procedures.  Maintain quality working relationship with outside accountant.  Provides assistance to President & CEO during annual audit. Provide general office support and reception.  This includes answering all telephone lines, getting accurate information about caller and directing calls or appropriately routing messages, including those left on office voice mail; managing mail, both incoming and outgoing; coordinating all requests for information about the organization; acting as the main point of contact for building management and all vendors; and keeping inventory and maintaining supplies important to the operation of the organization. Direct support to the President & CEO and Board of Directors as needed.  Provide assistance with scheduling, correspondence, communication, and other items as needed. Serve as secretary to the Board of Directors meetings.  Staff and organize standing committee meetings in conjunction with the staff person primarily responsible for the organizational function. Coordinate volunteers as resources to the organization. Manage office volunteers/interns, including training, scheduling, and project flow.  Implement system to process and utilize all volunteer inquiries (office and other types of volunteer interest). Set-up online and manual files, systems and procedures as they relate to the overall efficiency and organization of The Women's Fund of Central Ohio; Manage organization-wide and individual (both paid and volunteer staff) calendars; organize and maintain archival records for the organization. Contribute to a team atmosphere by being flexible, taking responsibility, and exhibiting a high energy, optimistic, and results-oriented attitude. Continually work to increase efficiency and develop a mindset of looking for ways to save time and maximize resources.  This includes being responsive to other duties as assigned. NECESSARY SKILLS Software proficiency:  Thorough knowledge and experience in all aspects of MicroSoft Office, including and in particular WORD, Excel, PowerPoint, Outlook. Proficient with ACCESS software. Evidence of excellent communication skills, both written and oral. Strong organizational skills with the capacity to prioritize, meet deadlines, attention to detail, think and act proactively, and maintain progress on long-term objectives. Evidence of excellent customer service, including demonstration to work as a member of a team and to work independently. Book-keeping experience, including accrual accounting, receivables and payables a plus. High degree of discretion and confidentiality. Minimum of 5 years of professional work experience. A commitment to the mission of The Women's Fund To apply: Please submit resume and cover letter electronically to Kelly Budros, Director of Programs,  The Women's Fund of Central Ohio, at kbudros@womensfundcentralohio.org  Please insert Admin/Tech Coordinator position in the subject line.

Date Posted: November 2011