Donor Relations and Administrative Specialist

Posted: 08/04/2020

Community Foundation of Northeast Iowa
Donor Relations and Administrative Specialist
Full-time, Non-exempt


Job Purpose:

This position provides key administrative support for the Community Foundation of Northeast Iowa’s (“Foundation”) office as outlined below and assigned by the Vice President of Finance/Operations.  The Donor Relations and Administrative Specialist will often be the first face and voice of the Foundation that donors, prospective donors, volunteers, and visitors will encounter and therefore requires a strong customer service orientation.  This position is instrumental in systems data entry of donor records and gift processing and is an important administrative support resource for the entire Foundation Team.  In addition, this position serves as the primary support person for nonprofit representatives utilizing our Community Room space and the technology resources available within.  Independent judgment is required to plan, prioritize, and organize a diversified workload, while recommending changes in office practices or procedures.

Essential Functions:


·  Welcome and assist visitors or callers to the Foundation.
·  Provides excellent customer service to all stakeholders (internal and external) interfacing with the Foundation.
·  Maintain cleanliness of shared spaces, including the lobby, break room, conference room, hospitality den, and community room.
·  Ensure there is adequate coverage in the reception area during business hours.


Mail Distribution

·  Ensure daily mail processing is covered by two CFNEIA staff.

·  Sort/Distribute incoming mail in accordance with the written mail procedures.

·  Prepare outgoing mail (Stuff envelopes, add postage, seal envelopes).

·  Close out postage meter and add postage as needed.

Gift Processing

·  Prepare donor and gift information to be entered into the Foundation Management System.

·  Create acknowledgment letters in accordance with the gift processing procedures.

·  Maintain the Endow Iowa Tax Credit application process for eligible Endow Iowa gifts.

Program/Grantmaking Support

·  Provide administrative support for assigned CFNEIA Program Events (i.e. reservation tracking, preparation of guest name tags, arranging for food/catering, compiling evaluation/feedback data).

·  Process thank you correspondence associated with grants and scholarships received by the Foundation in accordance with acknowledgment procedures.


·  Assist in organizing Board materials for new Board members and updating materials for current members as needed.

·  Update Board and committee member information, including all contact info, Board Director titles, meeting attendance, and terms of each member.

 Fund & Legacy Society MOU Processing & File Maintenance

·  Set up new funds in accordance with the new fund procedures.

·  Ensure necessary updates are completed by CFNEIA team members related to all Fund amendments via management of respective checklist.

·  Maintain Legacy Society files.


Meeting Room Responsibilities

·  Support nonprofit agency representatives with orientation, scheduling and troubleshooting issues related to the use of CFNEIA’s Community Room space, including technology resources within the space.

·  Manage Door Schedules as necessary for internal or public use of Community Room.

·  Compile meeting space survey/feedback information.

·  Establish recurring meetings – including member invites and room reservations for Foundation Board and Committee members. Setup Room, arrange for any food, assist with meeting materials as needed.

·  Clean up after meetings are complete.


Administrative Support

·  Answer general inquiry phone calls and emails.

·  Monitor and maintain office supplies inventory.

·  Monitor leased equipment activity (i.e. copier/printer, postage meter).

·  Contact vendors when building maintenance is required, notify staff of any issues that may impact them along with an estimated time of completion for resolving issue.

·  Serve as liaison with Waterloo Center for the Arts to ensure at least quarterly updates are received on additions/deletions to the Arts Inventory held on CFNEIA ledger.  Compile and maintain a reconciled artwork inventory for the Foundation

·  Provide high-level administrative assistance to team members as needed – i.e. assisting with correspondence or other documents, scanning and filing documents, etc.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.


Skills, Qualifications, Personal Characteristics

·  High school diploma required.  Associate degree plus three to five years relevant experience preferred.

·  Proficiency in working with Microsoft Office 365, particularly with Excel and Word (mail merge experience and MS Teams Meeting coordination a plus).

·  Foundation or other donor database entry experience preferred

·  Strong written and verbal skills, as well as the ability to listen, understand, and respond appropriately.

·  Excellent problem-solving, organizational, and time management skills.

·  High standards regarding accuracy and attention to detail.

·  Work style characterized by self-motivation, initiative and integrity.

·  Committed to confidentiality, effectiveness, and efficiency.

·  Must be able to take care of multiple responsibilities at a high-quality level within the deadlines set for each task.  This requires prioritization and the ability to work through distractions to keep focused and knowing when it’s time to move from one task to the next.

·  Ability to adjust to changing priorities.

·  Commitment and ability to work both independently and as a part of a small office team.

·  Demonstrates professional and personal commitment to racial equity and the mission, vision, and values of the Foundation.


Minimal travel is expected for this position.

Type of Employment: Full-Time