THE ORGANIZATION
The Community Foundation for Southwest Washington  www.cfsww.org  was established in 1984 to serve philanthropy in southwest Washington. It is a team-oriented workplace with a full-time staff of ten people. Our offices are located on the historic Officers Row on the Fort Vancouver National Site, a 366-acre campus that is the only national park site in the Vancouver/Portland metropolitan area. We are five minutes from downtown Vancouver and just across the Columbia River from Portland, Oregon.
One of our nation’s 700 community foundations, we are a public charity that helps a broad cross section of citizens build stronger communities. We are a 501(c)(3) nonprofit public charity, governed by a dedicated volunteer board of directors and managed by an experienced professional staff. The Foundation is uniquely positioned to serve both donors and nonprofits to maximize the effect of philanthropy in our region. We manage a growing portfolio of charitable funds established by individuals, families, businesses and nonprofits. Each year the Foundation distributes millions of dollars through grants and scholarships for programs in the areas of education, children’s issues, arts and culture, civic and community building, health and human services, and conservation, helping hundreds of donors to achieve their philanthropic goals and a variety of nonprofits to carry on their good work.
The culture of the Foundation is one of high performance, transparency and flexibility. We are serious about our work, but dedicated to making it enjoyable. All staff participate in some form of professional development on an ongoing basis and work cooperatively as a team, respectful of each other, the volunteer board that guides us, and the donors and nonprofits with whom we work.

 

THE POSITION
The Program Assistant and Receptionist will perform a variety of administrative duties to support the work of the Foundation. Additionally, this person will answer telephones, greet guests and help ensure that all Community Foundation constituents are handled in a consistent, thoughtful and professional manner.

 

QUALIFICATIONS

  • Excellent customer service skills and experience answering multiple-line telephone system and greeting customers in a business setting
  • Skilled in all Microsoft Office applications, including Word, Outlook, Excel, Power Point and Adobe Acrobat for PDF editing
  • Ability to manage multiple projects with multiple managers
  • Well organized and detail oriented
  • Desire to participate in advancing the work of the Community Foundation, pursuing excellence in all aspects of one’s work and identifying and pursuing new opportunities for workplace improvements
  • Strong interest in working in a nonprofit setting and having a positive impact upon the lives of others
  • Adhere to Community Foundation Confidentiality and other policies

 

SUPPORT TO PROGRAM OFFICERS (50%)

  • Support Donor Services and Grants Officer and Donor and Nonprofit Services Officer:
  • Respond to telephone and written inquiries
  • Prepare grant, scholarship, and donor correspondence for donor services staff
  • Prepare Grant Recommendations Forms for donor, grant and scholarship funds
  • Ongoing maintenance of grant, scholarship, and donor files, including paper and electronic versions; scan thank you letters and other correspondence
  • Research projects related to grants, donor services, and scholarships
  • Annually update grant information for competitive grant-making programs
    • o Post to the Community Foundation website
    • Enter grant data into FIMS database
    • Annually update scholarship information for all scholarship funds
    • Post to the Community Foundation and thewashboard.org websites
    • Confirm high school and college contact information
    • Advise high schools, colleges and universities of scholarship opportunities by sending applications/criteria to schools
    • Ensure schools post scholarship applications
    • Enter scholarship data into FIMS database
  • Prepare and distribute grant and scholarship packet mailings for committee review
  • Generate FIMS reports for donor services staff
  • Provide support for special events
  • Oversee and provide support for the Principal’s Checkbook Program
  • Assist with special projects
  • Other duties, as assigned

 

GENERAL RESPONSIBILITIES (45%)

  • Provide overall administrative support to the Community Foundation
  • Manage telephone coverage and reception desk
  • Greet guests in a warm and friendly manner; offer coffee or water
  • Manage conference room schedule
  • Monitor office and kitchen supply inventories and purchases
  • Ensure kitchen and refrigerator are clean and orderly; run dishwasher
  • Retrieve and distribute mail and drop mail at mailbox each afternoon
  • Update FIMS database
  • Organize and forward donor mail, electronically or via US mail, as instructed by each donor services officer
  • Maintain community events notebook; register staff for events

 

SUPPORT TO PRESIDENT AND MANAGEMENT TEAM (5%)

  • Provide administrative support for the Board of Directors and committees
  • Provide general administrative and clerical support when Executive Assistant is unavailable
  • Support special events, such as the Community Foundation Annual Luncheon, First Citizen, and Donor Forums
  • Special projects, as needed
  • Assist with mailings, as needed

 

COMPENSATION
Competitive salary and benefits provided

 

TO APPLY
Please submit a letter outlining your background and why you believe you are qualified for the position.
Please include your resume and a list of references (minimum 3) and submit to:
Executive Assistant Position Search
The Community Foundation for Southwest Washington
1053 Officers Row, Vancouver, WA 98661
The position will remain open until filled.