Foundation Associate

Job Description Job Description Salary: $55,000-$65,000 The Foundation Associate position is responsible for the efficient, accurate execution and ongoing process improvement of the day-to-day donor stewardship, database, grantmaking, and administrative functions of the Foundation. ESSENTIAL RESPONSIBILITIES: 1. Promotes and assists in carrying out the Foundations mission, vision, and goals in a manner consistent with the Foundations values. 2. Data Management: Manages and maintains constituent data in Foundations database, including address updates, demographics and relationship links. Ensures accurate constituent coding and gift entry while maintaining donor data confidentiality. Provide data analysis and reporting as needed. 3. Administrative/Financial: Provides customer service via incoming phone calls and general email inquiries. Generates and distributes invoices for pledge payments and special events; tracks regular pledge payments and works with accounting personnel to ensure timely billing and monthly reconciliation. Contacts individual donors regarding pledge payment plans, billing preferences, special recognition or stewardship needs. Act as liaison to NFDA Accounting for Foundation accounts payable and accounts receivable. Including tracking expenses of the Foundation and assisting in generating reports for audits and monthly reconciliation of accounts. Manages the generation of gift acknowledgment letters/correspondence. Assists in the distribution of the Foundations campaign and appeal materials, including preparation of solicitation materials, thank you letters, invoices, pledge fulfillment, etc. Coordinates all Foundation mailings, including vendor bid solicitation as needed. Assists with the planning and execution of annual Foundation events as assigned including working with NFDA meetings department to secure meeting space, food & beverage, AV and hotel accommodations. Maintains and reports all RSVPs for Foundation events and board meetings. Prepares materials for Board of Trustees and committee meetings along with recording meeting minutes. Schedules committee teleconferences and distributes agenda and supporting materials to committee members. Inventories office resources. Responsible for gathering, packing and shipping all materials required for all events. 4. Scholarship and Grantmaking : Serves as Foundation lead for scholarship and grant tracking software provider including oversight of application forms and processes to provide the best experience for applicants, reviewers, and scholarship donors. Maintains website forms and reporting and assures accuracy between Foundation website, records, and scholarship software. Assist in the generation of reports to assist in scholarship/grant reviews. Provides Foundation scholarship applicant materials to committees and Board of Trustees. Oversee and track/document the payment process for scholarship and grants with the Finance Department. 5. Marketing and Communications: Updates Foundation website and assists with communication as assigned. Maintains and updates Board of Trustees contact and committee lists. Assist in developing content for fundraising communications, press releases, newsletters, social media posts, and donor acknowledgment letters. 6. Donor/Prospect/Grantee/Volunteer Relations: Assist in cultivating and maintaining relationships (stewardship) with individual volunteers/donors, corporate donors/sponsors, foundations and grantees. 7. Fundraising: Support the planning, execution, and evaluation of fundraising initiatives, including annual appeals, online campaigns, and special events. Grant Writing: Research grant opportunities, assist with proposal writing, and manage grant reporting requirements. Event Coordination: Help organize and execute fundraising events, including logistics, vendor coordination, and volunteer management. 8. All other duties as assigned. QUALIFICATIONS Bachelors Degree with two to five years office experience required OR seven to 10 years office experience required, non-profit/foundation experience preferred. Constituent database experience required, Knowledge of all Microsoft Office applications required, WordPress experience preferred. Position requires an ability to handle multiple projects, tasks, and priorities. Must be able to work in a fast-paced, deadline-oriented environment with a variety of diverse individuals. The ideal candidate is mission-driven, a data strategist, and has strong organizational abilities. Exceptional customer service skills, openness to implement and share new ideas, a team-player work ethic and exceptional attention to detail are essential for success in this position. Some travel is required. PHYSICAL REQUIREMENTS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to sit for a long period, use hands/fingers to manipulate a computer keyboard, communicate verbally over the phone and in person and hear. The employee is required to stand and walk, sometimes bend, twist, stoop, reach, kneel, crouch, grasp, and lift up to 35 lbs. Specific vision abilities required by this job include close vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

Location: Brookfield, WI, US

Posted Date: 4/20/2025