Berkshire Taconic Community Foundation – Program Coordinator
PROGRAM COORDINATOR
Organizational Overview
The mission of Berkshire Taconic Community Foundation (BTCF) is to build stronger communities through philanthropy and leadership. We offer donors, nonprofits, and community groups the tools and expertise to achieve their philanthropic vision and goals and identify critical areas where the foundation can leverage its relationships and leadership for lasting impact. Founded in 1987 in Salisbury, Conn., Berkshire Taconic serves Berkshire County, Mass.; Columbia and northeast Dutchess County, N.Y.; and northwest Litchfield County, Conn. In all, we serve the residents of 70 towns and three cities across three states, within a 2,200-square mile region. In total, the foundation manages more than 550 funds totaling nearly $200 million in combined assets that together make over $10 million in grants and other awards each year.
BTCF is a learning organization that embraces a culture of high performance, transparency, and flexibility. All staff participate in professional development activities on an ongoing basis and work cooperatively as a team, respectful of one another, the volunteer board that guides our work, and the nonprofits and donors who are our vital partners in improving lives around the region. More information can be found at BerkshireTaconic.org.
Position Overview
The Program Coordinator supports the work of both the Program Team and the Operations Team at Berkshire Taconic. This role is responsible for administration of non-financial transactions (grant, gift, and scholarship processing, etc.), database maintenance, assistance in coordination of volunteer committee meetings, and support for grant and scholarship applicants. The position provides administrative support to Program Department staff, as needed, and contributes to the improvement and documentation of Operational processes and procedures. The Program Coordinator is allocated to the Program Team 50% and to the Operations Team 50% and reports to both the Program Director and the Technical Operations Manager.
The person in this full-time, office-based role will be working in a fast-paced and learning-based environment. The ideal candidate has strong attention to detail and accuracy, is able to be flexible and proactive, and is willing to have responsibilities evolve over time. In return, this position provides an opportunity to build knowledge of and skills in philanthropy, program development, and database operations. As part of the Berkshire Taconic team, the Program Coordinator is expected to work collaboratively with other members of the team and the organization, to provide courteous and responsive communication to our staff, constituents, volunteers, and applicants, and to support the Foundation’s commitment to equity, inclusion, and respect.
Position Outcomes
The successful Program Coordinator will achieve the following outcomes, in collaboration with other staff:
- Efficient and accurate processing of grants, gifts, and other non-financial transactions.
- Effective and efficient advisory volunteer committee meeting coordination through scheduling, collection, and distribution of meeting materials, and providing logistical support for in-office meetings.
- Maintenance of the Foundation’s database to sustain accurate and up to date constituent, transactional, vendor and committee data to support the Foundation’s processing and reporting needs
- Collaboration with team members and staff for the ongoing improvement of the Foundation’s processes and procedures.
- Contributing to and being a key partner in establishing strengthened relationships with the Foundation’s constituents through timely and effective communications
Key Responsibilities – Program Department Team (50%)
Volunteer Committee Support - Schedule in-person or virtual meetings
- Provide support to Grants Associate in preparing grant applications for staff and committee review
- Send meeting materials to committees as provided by staff leads
- Greet and provide hospitality to in-person meeting participants
Interaction with constituents - Respond to routine inquiries or refer questions to other team members
Program staff administrative support - Support the Program Director in monitoring annual activities for field of interest and designated funds
- Assist on an as-needed basis with communications, scheduling, grant contracts and meeting preparation, and project support.
Key Responsibilities – Operations Team (50%)
Weekly transaction processing - Process transactions: gifts, grants and scholarships, profiles, funds, campaigns, and opportunities.
o Gather all necessary information and documentation for transaction processing
o Create and/or update data within the Foundation software (CSuite, GLM, SLM)
o Validate accuracy of data and transaction entry - Edit and process correspondence or fundholder requests
o Generate, edit and prepare correspondence for mailing
o Respond to fundholder requests - Maintain the grant and scholarship lifecycle management systems (GLM and SLM)
o In collaboration with the Grants Associate, create and update online applications, record grant decisions and communicate to grant applicants.
o Monitor and reconcile grant payments to identify any unexpended grant amounts
Maintain Foundation database - Create new and update existing customer records, gift, grant and scholarship records, committee records, and perform regular reviews of the data to maintain the quality of the database
- Identify, document, and maintain best practices for data management within the Foundation
Report creation and maintenance - Create and maintain database reports to support Foundation reporting and communication needs
Contribute to Process Improvements - Review and analyze existing organizational processes and procedures
- Identify and document and communicate improved processes and procedures to staff
Qualifications
The successful candidate will possess and have demonstrated in previous roles the following attributes and skills:
Traits - Team player: collaborative, supportive, respectful, helpful, polite, and a sense of humor
- Action-oriented and proactive problem solver
- Strong attention to detail and accuracy
- Comfortable managing multiple priorities and deadlines in a fast-paced environment
Skills - Great customer service, and strong verbal and written communication skills
- Proficient with Microsoft Office products -Outlook, Teams, Word, Excel, PowerPoint
- Experience with CRM databases preferred
BA/BS degree preferred (AA degree with professional experience will be considered)
Compensation and Benefits
Berkshire Taconic Community Foundation is an equal employment opportunity employer. We encourage applications from people with diverse backgrounds and experiences.
Starting salary is $42,000-$46,000; negotiable based on experience.
We offer competitive benefits, including: - 403(b) retirement plan with employer contribution
- Generous paid vacation and sick time
- Health, dental, and life insurance
- Hybrid work model
- Opportunities for professional development
How to Apply
Please submit resume and cover letter to Brenda Trierweiler at hr@berkshiretaconic.org