Administrative 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. 

Like most community foundations, BTCF offers a variety of fund types that allow donors and community groups to build charitable resources and make grants and other awards over time to achieve their philanthropic goals. BTCF has also proactively established funds to address a specific issue in our region or to develop permanent charitable resources to serve a set of communities. This has resulted in the creation and growth of 11 area funds, 33 educational enrichment funds that serve every public school district in our region, and special initiatives to address regional challenges, such as the shortage of high-quality early childhood programs and affordable housing options. 

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.  

Position Overview

The Administrative Coordinator supports office operations and processes transactions. This role oversees the Foundation’s reception area, welcomes visitors, answers questions and manages mail and supplies for the office.  As part of the Operations team, the Administrative Coordinator processes transactions, maintains our database and helps improve processes. The ideal candidate brings a strong attention to detail, is flexible to accommodate visitors and staff, and comfortable adjusting to changes in routine.  In return, this position provides competitive pay and benefits and an opportunity to build knowledge and skills in philanthropy, program development, and database operations. The Administrative Coordinator reports to the Controller and the Technical Operations Manager.  

Position Outcomes

The successful Administrative Coordinator will provide: 

• A polite greeting to all visitors and callers, and a friendly response to visitors, constituents and staff to provide information, office, or meeting resources
• Reliable coordination and oversight of common spaces, office mail, supplies, equipment and building maintenance
• Efficient and accurate processing of profiles, grants, gifts, and other data base transactions
• Reports to meet staff, communication and constituent needs
• Proactive collaboration with other staff to improve the Foundation’s processes and procedures

Key Responsibilities – Administrative Coordination (50%)

To include but not be limited to:

Reception

• Answer main telephone and direct calls and messages to the appropriate staff member
• Welcome visitors and refer them to the appropriate staff person or meeting room

Office management

• Manage conference rooms, public areas, and office supply inventory 
• Process incoming and outgoing mail and faxes daily
• Coordinate and communicate with office equipment and building vendors

Key Responsibilities – Operations Team (50%) 

To include but not be limited to:

Weekly transaction processing 

• Process transactions: gifts, grants and scholarships, profiles, funds, campaigns and opportunities
• Edit and process correspondence or fundholder requests

Maintain foundation database and reporting

• Create and update constituent records; record gift, grant and scholarship transactions, committee records, and more
• Create and maintain database reports for staff, mailings and constituents

Contribute to process improvements 

• Collaborate with other staff to document and improve processes

Qualifications

The successful candidate will demonstrate the following traits 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)

How to Apply

Please submit a resume and cover letter to Brenda Trierweiler at BTrierweiler@berkshiretaconic.org.

RAINBOW SENIORS OF BERKSHIRE COUNTY

WANTED: COORDINATOR

 

RESPONSIBILITIES

Rainbow Seniors of Berkshire County (RS) is a funded program directed at LGBTQIA+ individuals in Berkshire County, MA, who are 60+ years of age. We are searching for a year-round part-time Coordinator. The duties of the Coordinator include the following: 

 

• Work with the RS Steering Committee to establish a schedule of regularly-occurring meetings and events.
• Make logistical arrangements for and publicize all meetings and events, including dates, times, venues, facilitators, and topics.
• Keep website, Facebook, email, and other electronic communication channels up-to-date.
• Ensure that each event/meeting has a host or facilitator, and facilitate some event/meetings themselves, as needed.
• Establish and maintain outreach with other area community groups with a focus on senior / LGBTQIA+ individuals, especially in rural areas of Berkshire County.
• Work with the RS Treasurer and Steering Committee to ensure that RS activities and expenditures follow terms of grants and funding received by RS.
• Work with the RS Treasurer and Steering Committee to prepare and submit grant application(s) to our funding sources, including development of a programming plan and budget.

 

REQUIREMENTS

The ideal candidate is experienced in creating inclusive programs for seniors and LGBTQIA+ individuals which consider the needs of  people of color and trans individuals. Knowledge of Berkshire County MA, its senior groups, and its LGBTQIA+ community are a plus, as is a desire to engage in community organizing.

 

The ideal candidate is familiar with electronic communications, including Mailchimp, website updates, and Facebook postings.

 

THIS POSITION

The position is funded for a monthly stipend of $760.00 plus travel reimbursement. We assume a time commitment averaging 33 hours per month, with busiest times expected prior to June Pride Month and completing grant applications due each September. Most of the job duties can be done anywhere; the in-person component is limited to attendance at in-person events or meetings. This is an independent contractor position, and as such there are no associated benefits and taxes will not be withheld.

 

ABOUT RAINBOW SENIORS

Rainbow Seniors of Berkshire County (RS) is a program, not a discrete nonprofit organization. Our primary funder is Elder Services of Berkshire County (ES).  ES receives an annual grant from the federal government to support RS and other county programs; it disburses funds from the grant to RS based on a budget submitted by RS as part of its annual grant application.  In addition, RS occasionally receives tax deductible donations from other sources, through the cooperation of our fiscal agent, Berkshire Stonewall Community Coalition.

 

The RS Steering Committee is composed of 5-8 RS member volunteers who assist coordinator in creation of programming and train and recruit members to assist with and or staff program programs as needed.  The Steering Committee operates by consensus.

 

The paid Coordinator and the volunteer Treasurer are not members of the Steering Committee.  The Treasurer and Coordinator may be recruited from the ranks of RS members, or may be recruited from outside the group.  Once appointed, the Treasurer may be a member of RS, but the Coordinator is not a member.  The Coordinator and Treasurer positions must be held by separate persons, and both report to the Steering Committee.

 

APPLICATION

Your application should include the following information:

• Name and contact information
• Experience with LGBTQ+ groups and individuals
• Experience with senior groups and individuals
• Other relevant experience

Submit your letter or email of application to info@rainbowseniors.org using the subject “RS Coordinator Application”