The LSS Foundation is currently seeking a part-time (15-20 hrs/wk) Foundation Administrator to join the team which supports the mission of changing lives through fundraising and donor engagement for Lutheran Social Services of WI and Upper MI. The Foundation Administrator works with foundation board members providing advanced administrative support related to raising funds and attracting donors. This highly independent role requires strong written and verbal communication skills, the ability to build rapport with a variety of people quickly, and a strong eye for detail as the administrator will be reviewing legal documents related to wills, estates, and gift annuities. While the hours are flexible, the Foundation Administrator must be available in person for various board and committee meetings, engagement with wealth management/banking institutions, and interfacing with the fundraising team during standard business hours.
The Foundation Administrator supports the Foundation Board in a variety of area including processing, creating and editing spreadsheets, documents and presentations, filing, faxing, meeting and planning preparation, taking minutes, as well as project based work and other support duties as necessary.
The right candidate must be able to execute complex administrative work with a high level of integrity, accountability, and confidentiality. This position exercises judgment and discretion in performance of tasks, within established procedures and may need to complete work with limited or ambiguous information.
Essential Duties and responsibilities:
This list of duties and responsibilities is not all-inclusive and may be expanded to include other duties and responsibilities, as management may deem necessary from time to time.
- Creates and edits documents, some of a complex nature, via word processing, spreadsheets and presentations.
- Assists in planning, scheduling and preparation for meetings and events, some which may be on a large scale.
- Types various documents and correspondence including meeting minutes and agendas. Proofreads all documents for correct grammar, spelling, punctuation, and content. Provides suggestions for improvement as warranted.
- Serves as a liaison between the Foundation and the LSS operating entity. Works closely with the LSS Fundraising Team.
- Serves as a primary administrative contact, on behalf of the Foundation, to external audiences.
- In collaboration with the Fundraising Team, is responsive to Foundation Board requests, such as gift income reports and donor reports.
- Ensures the appropriate paperwork is generated and processed for estate planning and planned giving activity, and ensures that funds are directed appropriately per the donor’s request.
- Prepares communications and distributions to Foundation Board members. Distributes mail to Foundation Board members as requested.
- Provides Foundation specific support, which may include billing support functions, data entry and other needed support.
- Prepares and if applicable, develops/creates department forms and maintains supply.
- Prepares and mails letters and packages.
- At a minimum, at receipt and annually, reviews and approves necessary donor agreements and documents for long-term gifts, bequests, trusts, etc. established for and/or received by the Foundation.
- Stay current in industry updates regarding documents and language and maintain knowledge of developments in long-term gift planning, estate planning, wills, trusts, etc.
- Develop and maintain contacts within the planned giving professionals community, including legal firms, trust companies, insurance agencies, etc.
- Works with the LSS Fundraising Team to ensure appropriate donor lists are selected for direct mail gift solicitation and other special projects of the LSS Foundation. Periodically audits records in cooperation with the LSS Fundraising Team to ensure appropriate campaigns, funds and appeals are accurately recorded according to donor intent.
- Helps ensure that gift receipts and individualized acknowledgement letters for all gifts received are sent in a timely and accurate fashion.
- Coordinates with Financial Services department to reconcile donor fund accounts. Ensures accurate annual donor reports are created and sent to recipients.
- Works with the LSS Fundraising Team to ensure new constituent records are added to the database as needed, with all relevant information populated in data fields. Periodically audits records in cooperation with the LSS Fundraising Team to maintain consistent record keeping.
- Processes and submits Foundation invoices for approval and payment
- Creates, organizes and maintains files. This may be both hard copy and electronic files and databases.
- Participates in other projects and other duties, as assigned and needed.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Upon offer, candidates must successfully complete the necessary background, caregiver, medical and any other checks required, according to program requirements. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION AND/OR EXPERIENCE:
- Associates Degree in related field is required or an equivalent combination of education and experience. Bachelor’s degree preferred.
- Minimum of 5 years of related experience required within a wealth management organization, law firm, trust company or foundation / fundraising team or other related environment.
- Proficiency in a variety of software programs (Microsoft Word, Excel, PowerPoint, Outlook, or equivalent) is required. Knowledge and experience in Raiser’s Edge is preferred.
- High level of honesty and integrity.
- Ability and desire to accurately and timely complete a high volume of paperwork.
- Excellent customer focus including strong telephone skills.
- Demonstrated professional tact and decorum.
- Strong word processing skills.
- Ability to conduct internet research.
- Strong organizational skills.
- Solid interpersonal and communication skills (written, verbal and listening).
- Ability to balance multiple competing priorities and deadlines.
- Ability to work in a fast-paced environment both independently and as part of a team.
Ability to communicate both in verbal and written format, effectively and efficiently in job. This position interacts with others within and outside the Foundation and strong communication skills are required.
Working knowledge of computers to allow employee to access computer systems and applications to complete timecards, read and respond to email, and complete required on-line training.
This role will create and edit complex documents, spreadsheets, presentations, etc. This position may need to maintain records and accurate filing systems. This position requires regular use of technology for meetings and communication to include email, conference calls, web-based meetings and webinars, and the use of projectors and videoconference equipment.
TRAVEL: Ability to travel on day trips as required, up to 10%. Rarely, would overnight travel be required.
LSS is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, disability status or any other characteristic protected by federal, state or local law.