Job Posting: Philanthropic Services Associate
Location: Portland, OR
Hybrid Eligibility: This position will have the opportunity to work remotely up to two days per week when doing so aligns with the responsibilities of the position.
Hiring Range: $23.58 to $26.73 per hour, depending on experience.
($45,981 to $52,123 when annualized based on a 37.5 hour workweek)
Position Type: Full-Time, Non-Exempt
Application Deadline: 1/24/2025
About Us:
Oregon Community Foundation (OCF) was founded in 1973 with a big mission: to improve the lives of all Oregonians through the power of philanthropy. In partnership with donors and volunteers, OCF works to strengthen communities in every county in Oregon through research, grantmaking, and scholarships. OCF is one of the largest community foundations in the country with over $3 billion in assets under management. In 2023, OCF distributed more than $200 million in grants and scholarships.
OCF is an Equal Opportunity Employer with five offices throughout Oregon in Bend, Eugene, Medford, Portland, and Salem. Our cultural values include effective communication, respect, accountability, innovation, proactivity, and equity.
Come join our team. To learn more, please visit oregoncf.org.
About You:
- Knowledgeable: You are competent with administrative processes and proficient in MS Windows, Outlook, Excel, Word, PowerPoint, Publisher, and use of the internet
- Organized: You are organized, detailed and process oriented, and accurate. You use your time well and are able to prioritize, shift when needed, handle items proactively, follow through, and meet deadlines.
- Critical Thinker: You have good analytical skills, are able to think critically, understand and communicate a situation, and offer alternatives.
- Communicator: You have excellent communication skills in writing and verbally and are able to facilitate meetings. You are comfortable interacting with the public.
- Relational and Collaborative: You are able to work collaboratively to achieve outcomes. You’re discerning and discreet.
- Culturally Agile: You have the cultural agility skills necessary to work with diverse people, teams, and communities.
- Competent: You take initiative, are creative, and experienced working independently, proactively identifying or initiating ways to enhance or improve processes.
Job Summary and Responsibilities:
The Philanthropic Services Associate supports administrative operations for the Philanthropic Services Department (PSD) teams and staff. The Associate is responsible for supporting both the day-to-day activities and broader strategic goals of the statewide team.
Database Support (35%)
- Collaborate with team members to ensure data policies and procedures are understood and accurately implemented.
- Perform data entry and list generation process (complex invitation and mailing lists and donor contact lists).
- Manage and maintain data entry and records for prospects, donors and fund advisors, and professional advisors.
- Develop guidelines and instructions to ensure work processes result in lists needed for activities (event invitations and projects). Ensure quality assurance.
- Generate reporting updates for departmental and organization-wide used reports.
- Participate in department ticketing system to fulfill requests related to updating the database, creating reports, filing electronic documents, creating donor lists, coordination of RFP and special grants programs.
- Conduct prospect and donor research and compile briefing reports and background summaries as requested.
- Assist with donor research requirements.
- Track contributions and funds that require special handling. Work with team to document.
- Update fund and individual records for returned communications.
- Provide individual database support, serving as a resource for staff.
- Data entry and quality control for individual, account and organizational records. Participate in developing strategies for holistic data management.
- Coordinate database audit activities (audit planning, documentation, and reporting).
- Ensure continued improvement of data entry procedures for data integrity, providing guidance and feedback to the department about data strategy.
- Generate reports and manipulate data into usable, actionable information; respond to inquiries regarding entered data as requested.
Community Engagement and Events (35%)
- Collaborate with team members to coordinate planning, execution, logistics, on-site support and coordination, and post-event follow-up.
- Create and maintain event records in database; track and manage data related to event invitations, RSVPs and attendance.
- Oversee data clean-up related to events; ensure records and transactions originating from or impacted by PSD events are accurate.
- Work with staff event lead, and act independently as needed. Serve as key contact in PSD for event information involving donors; serve as liaison regarding event coordination.
Team Support (30%)
- In coordination with team members, maintain statewide PSD processes in support of the department’s activities, collaborating with senior staff to plan and prioritize projects and schedule events.
- Collaborate with the PSD team in performing duties that advance their work with prospects, donors, fund advisors, and legal and financial professionals.
- Handle logistics for key in-person and virtual meetings including scheduling, room set-up and clean-up, catering, signage, and technology needs.
- Assist with prospect and stewardship activities, e.g, donor mailings, grant recommendations mailing/fund agreements/fund updates/annual reports and fund statements.
- Monitor and share relevant PSD news with team and occasionally liaise with other departments.
- Work with team member to organize and support statewide goals and workflow.
- Create gift acknowledgements from reporting database and coordinate personalization of letters based on circumstances surrounding the gift, prioritizing timeliness and accuracy.
- Coordinate review of letters to incorporate personal details and obtain signatures of appropriate staff members.
- Prepare envelopes and mail acknowledgement letters. Scan and file all acknowledgement letters and notes, documenting all communications in database.
- Identify, recommend, and implement improvements and/or modifications to internal processes and procedures to ensure prompt and customized gift acknowledgement.
- Participate as part of a team of individuals providing front desk coverage.
Qualifications:
Education and Experience:
- Four years’ progressively responsible experience in operations, administration, and event planning; volunteer management experience helpful.
- Two years’ experience using constituent management software. Able to gather data and extract data to produce reports.
- Two years’ customer service experience and a strong customer-oriented approach. Able to provide skillful, responsive, courteous service to external and internal constituents.
- Associate Degree; equivalent experience may be substituted in lieu of a degree.
Travel (0%):
- Travel is not typically required as part of job duties.
Working Conditions & Safety:
- Comfortable office environment.
- Physical effort includes repetitive use of keyboard/monitor and occasionally lifting up to 60 lbs. Occasionally load/unload and store supplies, move meeting room furniture.
- Report all injuries, illnesses, or accidents to your supervisor as soon as possible and within 24 hours.
Remote Work:
This position will have the opportunity to work remotely up to two days per week when doing so aligns with the responsibilities of the position. During the initial training period, this position may work more frequently in the office.
Compensation and Benefits:
- Hiring Range: $23.58 to $26.73 per hour, depending on experience.
($45,981 to $52,123 when annualized based on a 37.5 hour workweek)
- Salary offers are determined in conjunction with an internal pay equity assessment. This initial hiring range reflects our starting offer based on your skills and experience. It’s important to note that this is just the beginning; our overall salary structure offers additional opportunities for growth and advancement based on performance and development within the role, as well as resources available.
- This is a full-time, non-exempt position.
- Benefits include paid time off, medical, dental, vision, 401k, disability and life insurance, employee assistance plan, volunteer leave, and professional development opportunities.
Encouragement to Apply:
Studies show that women and people of color are less likely to apply for jobs unless they believe they meet all the qualifications. We are most interested in finding the best candidate for the job, and that candidate may come from a less traditional background. We encourage you to think broadly about your background and qualifications and apply.
How to Apply:
OCF is an Equal Opportunity Employer. Submit a cover letter and resume online at oregoncf.org/about/careers.
For the full job description, please visit OCF - Philanthropic Services Associate
