Philanthropic Coordinator

Department: Philanthropy

Reports to: Senior Director, Philanthropic Services

Supervises: N/A

Work Model: Hybrid

Date Revised: July 2024

Summary

The Philanthropic Coordinator provides high-level administrative and technical support to the Philanthropic Services team to provide outstanding donor and fund services as well as event experiences that align with the mission of the Foundation. This role serves as the co-lead administrator for our CRM Software and Integrated Philanthropic databases (iPhi and Salesforce).

Responsibilities and Expected Outcomes

Provide proactive and comprehensive administrative support to the Philanthropic Services team to anticipate their needs and carry out critical team activities.

• Assist with the scheduling and coordination of meetings, events, and appointments.
• Working with staff and the community to create a welcoming, inclusive environment for TCF guests.
• Create customized fund and stewardship reports and professional-looking presentations for prospective donors.
• Prepare handbooks, supporting documents, and gifts to newly established donors.
• Oversee the distribution process of the quarterly donor statements.
• Provide timely responses to internal and external inquiries.
• Organize files, databases, contact lists, and other department records to ensure data integrity, accuracy, and up-to-date information.
• Create or otherwise provide technology-based solutions to problems.
• Work as a crucial team member for data management and reporting projects.
• Prepare nonprofit research that aligns with donors’ philanthropic priorities as needed.

Serve as administrator for iPhi and Salesforce databases and online donor services, including the donor portal, donor help desk, and philanthropy hotline for the Philanthropic Services team.

• Oversee the testing and implementation of new features that improve these technologies for internal and external partners.
• Investigate system issues as they arise and work cross-departmentally to determine solutions.
• Determine the best methods to collect and share data.
• Track and share progress on various concurrent technology projects.
• Assist in the distribution of information regarding technology projects to colleagues and donors as requested.
• Utilize technology to communicate foundation priorities to donors and partners.

Provide donor and fund partner perspective in ITS meetings regarding partnership with Stellar Technologies, iPhi upgrades, Salesforce, and testing and implementation of new technologies that impact donors.

• Provide technical support to donors and organizational fund partners navigating the Portal and other philanthropic technology.
• Serve as administrative support for Philanthropy events, including room reservations, ordering catering, and providing refreshments. Coordinating with cross-departmental teams for preparation and post-event items.
• Provide frequent support in preparation for meetings, including providing coffee, water, and meals (as needed). Including lifting, pushing of a cart, removing dishes, and stooping to load dishes into the dishwasher or washing by hand.
• Provide occasional support for Philanthropy events, lifting, pulling of cart or bag, frequent movement, and readiness to assist during the entirety of the event.
• Collaborate with cross-disciplinary teams and serve as a responsive services team member to respond to inquiries from current donors, prospective donors, organizations, and professional advisors to resolve issues, provide information, and serve as a link to Foundation resources.
• Serve as primary relationship manager for assigned donors and funds to engage their philanthropic interests and handle their responsive needs.
• Serve as point person in preparing and distributing assigned Supporting Organizations’ board docket and pre-docket materials, scheduling meetings and site visits, preparing minutes, and coordinating communication with other departments.
• Annually prepare and distribute materials for multiple committee-advised funds.
• Update and maintain the content for the philanthropic services responsive handbook to provide a streamlined experience for team members to deliver the highest quality of services for donors.
• Other related duties and assignments as assigned.

Requirements

Essential Qualifications, Credentials, and Technical Skills Required

• High school diploma or equivalent and three to five years of experience working in a customer service, administrative and/or development environment. Associate or bachelor’s degree in a related field is welcome.
• Exceptional interpersonal, organizational, grammatical, and proofing skills.
• Demonstrated customer service orientation and an ability to interact confidently and effectively with people of diverse cultural and socio-economic backgrounds.
• Commitment to diversity, equity, and inclusion across all work.
• Strong critical thinking and verbal and written communication skills with a proactive, solution-based focus to addressing problems or issues.
• Ability to respond sensitively and patiently to staff, donor, and community inquiries in a timely manner and the ability to handle sensitive information and maintain confidentiality regarding donor, prospect, and financial data.
• Demonstrated detail orientation, flexibility, and ability to coordinate several projects simultaneously and anticipate problems as they arise.
• Ability to take a proactive role in team efforts, promote cooperation and collaboration between team members, and encourage open communication in multidisciplinary teams.
• Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, Teams, Office 365 applications, internet research, database input/ maintenance, and the ability and desire to continually learn new technology as appropriate.
• Able to push, pull, or lift a minimum of (15 lbs.) for events.

Other highly desirable qualifications include familiarity with the Cleveland business and nonprofit community, an understanding of philanthropic fundraising, and proficiency with donor databases (Salesforce or other).

OUR COMMITMENT TO EQUAL OPPORTUNITY & DIVERSITY, EQUITY, AND INCLUSION

The Cleveland Foundation exists to enhance the quality of life for all citizens of Greater Cleveland. The ability to carry out our mission and to foster our commitment to diversity, equity and inclusion can best be pursued if our workforce, grantees, donors, partners, and governing body are inclusive of individuals of diverse backgrounds, beliefs, and perspectives.

We believe that diversity encompasses, but is not limited to, age, color, education, ethnicity, family or marital status, gender, gender identity or expression, language, national origin, physical and mental abilities or characteristics, political affiliation, race, religion, sexual orientation, socio-economic status, veteran status, and/or other characteristics that make an individual unique.

The Cleveland Foundation is committed to equal employment opportunities for all, and our policy is to ensure that employees are selected, developed, retained, and promoted based on the individual’s ability and job performance, and without regard to that individual’s status or characteristics protected by federal, state or local law.

PAY AND BENEFITS

Based on the foundation’s compensation program, the estimated annual salary for this position may be between $48,000 and $53,000, with some flexibility, based on a candidate’s academic, professional, and community experiences and credentials.

The foundation offers an exceptional benefits package including medical, dental, vision, identity theft, accident and critical care, life, and disability coverage, a comprehensive wellness program, an employee assistance program, a fully vested 403(b) retirement plan, 10 paid holidays and, for non-exempt positions, 10 days of vacation and 12 sick days, prorated the first year of service based on date of hire.

TO APPLY

If you are interested in applying for this position, submit your resume and cover letter as soon as possible. This posting will remain active until the position is filled. We regret that we cannot respond personally to each applicant.

Note: Our flexible workplace policy provides one day of remote work per week.
Associated topics: alumni relations, donor, fundraiser, gift, grassroots, major gift, membership, philanthropy, raiser, relationship manager