Primary Purpose:

The Philanthropic Services Associate supports administrative operations for the Philanthropic Services Department (PSD) teams and staff. The Associate is responsible for supporting both the day-to-day activities and broader strategic goals of the statewide team.

Essential Duties and Responsibilities

A. Team Support - Percentage of Time: 30%

• In coordination with the Director of Giving Strategies and Administrative Manager, maintain statewide PSD processes in support of the department’s activities, including collaborating with PSD Directors and senior staff to plan and prioritize projects and schedule events.
• Collaborate with the PSD team in performing duties that advance their work with prospects, donors, fund advisors, and legal and financial professionals.
• Handle logistics for key in-person and virtual meetings including scheduling, room set-up and clean-up, catering, signage, and technology needs.
• Assist in carrying out prospect and stewardship activities such as donor mailings, including bi-annual grant recommendations mailing/fund agreements/fund updates/annual reports and fund statements.
• Monitor and share relevant PSD news with team and occasionally liaise with other departments.
• Work with Administrative Manager, the Regional Office Associate Team and other administrative staff to organize and support statewide goals and workflow.
• Serve as backup for other related positions and duties within the department, as needed.
• Participate as part of a team of individuals providing front desk coverage in the Portland office.
• Other duties and special projects as assigned.

B. Database Support - Percentage of Time: 35%

• In coordination with the Philanthropic Services Business Analyst, collaborate with the Regional Office Associate Team to ensure data policies and procedures are understood and accurately implemented.
• Perform data entry and list generation process (i.e., complex invitation and mailing lists and donor contact lists for relationship managers).
• Manage and maintain data entry and records for prospects, donors and fund advisors, and professional advisors in a timely and accurate manner.
• Develop guidelines and work instructions in collaboration with PSD branches and cross-departmental teams to ensure work processes result in lists needed for activities such as event invitations and projects like the donor advised fund packets. Run processes to test changes to reports to ensure quality assurance.
• Generate reporting updates for departmental and organization-wide used reports.
• Participate in the department-wide ticketing system to help fulfill requests related to updating the database, creating reports, filing electronic documents, creating donor lists, coordination of RFP and special grants programs, among other tasks.
• Conduct prospect and donor research and compile briefing reports and background summaries as requested to support the work of Philanthropic Advisors, Donor Relations Officers, and OCF leadership.
• Assist with donor research requirements, including nonprofit organization research, and tracking potential donors.
• Provide individual database support, serving as a resource for staff.
• Provide accurate data entry and quality control as it relates to individual, account and organizational records. In coordination with the Business Analyst, participate in developing strategies for holistic data management that benefit the work of the PSD.
• Coordinate database audit activities, which include audit planning, documentation, and reporting.
• Ensure continued improvement of data entry procedures for data integrity providing guidance and feedback to the department about data strategy.
• Generate reports and manipulate data into usable, actionable information for items such as outreach, event invitation lists and name tags, donor portfolios, and donor stewardship and grantmaking; respond to inquiries regarding entered data as requested.

C. Community Engagement and Events - Percentage of Time: 35%

• Coordinate, in collaboration with staff lead and administrative team, planning and execution of donor events. This may include annual outreach planning, scheduling, planning timelines, venue and vendor coordination, invitations, on-site support, and post-event follow-up.
• Create and maintain event records in database; track and manage data related to event invitations, RSVPs and attendance.
• Oversee data clean-up related to events; ensure records and transactions originating from or impacted by PSD events are accurate.
• Work requires the ability to work in close concert with staff event lead, as well as act independently when the staff lead is unavailable.
  • Serve as key point person in PSD for information about events involving donors; responsible for liaising with other departments to coordinate events that may have donor impact.