Program Assistant

About the Marshfield Area Community Foundation

The Marshfield Area Community Foundation (MACF) connects people who care with causes that matter to enrich the quality of life in the Marshfield area. Founded in 1993, MACF has helped donors establish ~200 funds and continues to grow its philanthropic impact across the region. As a community foundation, we are committed to providing exceptional service to our fund holders, donors, scholarship applicants, and nonprofit partners.

Position Summary

The Program Assistant serves a dual function at MACF: leading the administration of the Foundation's scholarships program while also providing daily operational and administrative support. This position requires a detail-oriented, organized professional who can serve as a reliable point of contact for donors, scholarship applicants, fund holders, and the public, and who is capable of managing multiple responsibilities with a high degree of independence and accuracy.

Primary Responsibilities

General Administration and Office Support

• Serve as a professional and welcoming first point of contact for donors, fund advisors, grant seekers, and the public — in person, by phone, and by email
• Provide guidance to users navigating online portal
• Process incoming and outgoing mail and manage day-to-day office operations
• Perform entry of donations; maintain accurate and current constituent and fund records
• Prepare gift acknowledgment letters, tax receipts, and memorial/tribute notifications
• Ensure documents are properly stored and maintained in accordance with the organization's records retention policies
• Assist with preparations for and support board/committee meetings
• Assist with the planning and coordination of MACF events
• Prepare reports as requested by the Executive Director
• Assist with the Foundation's annual report, publications, and bulk mailings as needed

Scholarship Program Oversight

• Work with the Executive Director to develop and evaluate program, ensuring alignment with organizational priorities
• Provide overview of program to area high school classes
• Administer Scholarship Program through online portal, updating materials for each annual cycle and following timeline duties
• Serve as the primary contact for applicants, fund advisors, committee coordinators, and school staff contacts, providing guidance as needed
• Support the internal Scholarship Committee, including preparing meeting materials, assisting with discussion facilitation; coordinate communication with external scholarship committees
• Process scholarship award payments to educational institutions; obtain all required follow-up documentation from recipients
• Conduct due diligence to ensure compliance with IRS regulations
• Maintain all scholarship records, fund files, and correspondence
• Attend scholarship award ceremonies to present some awards
• Identify and recommend process improvements to enhance scholarship program administration and applicant service

Qualifications

Education

• High school diploma or equivalent required; Associate or Bachelor's degree in business, nonprofit management, or a related field preferred

Experience

• 1-3 years of experience in an administrative, nonprofit, or program support role required
• Experience with scholarship, grant, or program administration preferred

Skills and Abilities

• Strong database management skills
• High degree of accuracy and attention to detail
• Excellent written and verbal communication skills
• Ability to manage multiple concurrent projects and priorities independently
• Strong problem-solving skills
• Strong interpersonal skills; ability to communicate professionally
• Discrete and confidential with all information
• Proficiency in Microsoft Office Suite/Google Suite, and Adobe Acrobat; demonstrated ability to learn new technology quickly

Additional Requirements

• Willingness to work flexible hours during scholarship awards season, including evenings
• Valid driver's license and willingness to travel locally and regionally
• Must live in or be willing to relocate to the service area
• Primarily desk-based; occasional lifting under 20 lbs.

Pay: $20.00 - $22.00 per hour

Education:

• Associate (Preferred)

Experience:

• administrative, nonprofit, or program support role: 1 year (Required)

Ability to Commute:

• Marshfield, WI 54449 (Required)

Work Location: In person

Salary : $20 - $22