Philanthropic Services Associate

Description

The Philanthropic Services Associate will provide centralized administrative support for the Philanthropic Services team. This position will be responsible for creating, maintaining, and updating grantmaking contracts, external board materials, and keeping meeting minutes. The role will provide technical assistance to external users on grantmaking software and support the team, clients, donors, boards, and applicants throughout grantmaking processes.

The position is based in Kansas City, MO and reports to the Manager of Philanthropic Services. This hourly, nonexempt employee works in the office Monday – Friday but has the potential to work one day remotely with manager approval after a successful 90-day in-office training period. To ensure we provide quality service to our donors, this position requires full availability during the fourth quarter (peak season) due to critical year-end responsibilities and business deadlines. While we recognize and observe holidays, personal time off is limited to ensure the successful completion of essential year-end tasks.

Requirements

•  Grantmaking Operations Support: Provide high-quality administrative support to grantmaking clients with a strong emphasis on accuracy and attention to detail. Responsibilities include processing award payments, managing post-award correspondence and procedures, drafting letters and agreements, maintaining electronic files, taking board meeting minutes, and preparing board meeting packets.
• Technical Support & Expertise: Demonstrate proficiency in the department's Grantmaking software, using it to process grant applications and reports, while providing technical support to stakeholders. Maintaining and utilizing standardized templates for applications and correspondence.
• Nonprofit Support & Outreach: Serve as the primary point of contact for nonprofit organizations by providing grant history information and responding to questions about grantmaking services and funding opportunities. This role also supports organizations with grant deadlines and other related communications.
• Philanthropic Relations Support: Act as a liaison for philanthropic relationships to ensure exceptional customer service, effective communication, and accuracy across grantmaking activities. Maintain a strong knowledge base of local nonprofits and communicate relevant updates to the supervisor and grantmaking contract staff.
• Administrative and Research Support: Provide administrative support as needed, including meeting coordination, check request processing, copying, filing, mailings, catering, and room preparation. The role also supports other departments during peak periods, backs up Grantmaking Services team members, and assists with custom nonprofit research reports for donors and Community Foundation staff.

Experience

• Education & Experience: An associate's degree or equivalent and at least 2 years of related experience. An equivalent combination of education and experience will be considered.
• Technical Aptitude: Demonstrate strong technical proficiency, with the ability to quickly learn new systems and efficiently navigate multiple databases and applications. Advanced proficiency in Adobe and Microsoft Office products required, particularly Word and Excel. Experience with Blackbaud, Foundant, Fluxx, SmartSimple, Salesforce, or similar CRM platforms preferred.
• Operational Agility: Proven ability to independently prioritize competing demands, often balancing multiple tasks simultaneously while ensuring timely response to high-priority needs. Ability to operate in a collaborative environment while also working independently, demonstrating strong self-motivation, flexibility to shift priorities, and initiative to proactively identify and take on tasks.
• Communication & Relationships: Ability to build professional relationships with internal and external stakeholders and successfully communicate verbally and in writing.
• Financial Acumen: Ability to apply, present, and manage relevant financial principles and data with accuracy and sound judgment. Demonstrates the ability to analyze and interpret instructions and procedures, operate within industry best practices, and define problems, gather data, establish facts, and draw valid conclusions.
• Transportation: Possesses a valid driver’s license, automobile insurance, and maintains a clean driving record. Demonstrates the ability to drive safely, follow GPS/map instructions accurately, and ensure access to reliable transportation for work-related travel and engagements.

Physical Requirements

• Office & Computer Work: Ability to work regularly at a computer terminal in a fast-paced environment with frequent interruptions.
• Noise & Communication: Able to work in an office with moderate noise levels. Ability to communicate and interpret detailed information effectively.

This job description is a summary of the employment-at-will relationship and not a contract. Not every responsibility is outlined, changes should be anticipated, and other duties will be assigned as necessary.

Please submit a cover letter with your resume.