Systems and Communications Specialist
SUMMARY OF POSITION:
Serves as the leader for organizational database systems as well as administrative and communications support. Assists with effectively planning, managing, and executing an on-line pledge campaign and identifies enhancements to the process and technologies to improve efficiency, effectiveness, and quality of the campaigns, grant making, scholarship and evaluation processes. Supports business needs with other technologies such as Customer Relationship Management (CRM) and Electronic Giving software. Assures data integrity. Supports users of CRM software by providing expert application and data knowledge. Understands and delivers services supporting business needs and priorities. This includes database administrative duties such as analysis and maintenance of CRM data, creation of executive campaign statistical reports, and performance of Database Mining Operations (DMO). Will assist with communications support as directed.
- Passionate about UW/MC mission.
- Bachelor’s Degree and a minimum of two years of relevant experience or equivalent combination of education and experience in technology related field.
- Valid Drivers License.
- Expert in database management, data mining, and troubleshooting user issues. (Microsoft Office; Blackbaud’s FIMS, Upic Solution’s Donation Tracker, a plus).
- Strong organizational and written, verbal, and listening communication skills.
- Excellent problem-solving skills, research skills, and ability to follow through.
- Capable of handling multiple projects with competing priorities.
- Ability to meet deadlines while anticipating quickly changing needs.
- Attention to detail and accuracy.
- Work both independently and as a collaborative team member.
- High level of integrity, sound judgement, and decision-making ability.
- Ability to maintain a high level of confidentiality, a professional demeanor, and to represent the organization. in a positive manner at all times.
- Efficient and friendly when working with both customers and staff.
ESSENTIAL FUNCTIONS OF THE JOB
- Collaborates with Executive Director, Director of Community Impact and Communication, and Resource Development Specialist to understand electronic giving needs, configure electronic giving sites accordingly, and achieve successful pledge processing integrations.
- Subject-Matter-Expert (SME) on the systems and consult with others as needed to answer questions, navigate the system, and provide business intelligence.
- Establishes and maintains positive and professional relationships with donors, donor companies and colleagues and utilizes effective communication skills to build effective on-line campaigns.
- Understand the various Customer Relationship Management (CRM) tools to create, analyze, and implement reports for external and internal customers including CRM System Administration.
- Document procedures on the CRM tools. Train others on systems and technologies including the building and utilization of reports and CRM.
- Monitor various sources for national account data and assist with data conversion, clean-up, and uploads.
- Keep current on software and participate in on-line training, webinars, and when possible, attend seminars to keep abreast of industry and system best practices and enhancements.
- Create statistical reports as requested.
- Facilitate the day-to-day clerical operations including front desk responsibilities, answering telephones, office supplies and the professional upkeep of facilities.
- Develop and manage both paper and online file management and record-keeping systems.
- Assist with incoming/outgoing mail, forms, letters, and bank deposits as directed.
- Generate and track lists for special events, specific communications, and other activities.
- Generates reports using the donor/client database systems for MCCF and UWMC (FIMS and Donation Tracker).
- Receives contributions and establishes tracking list.
- Ensures fund distributions are compliant with all fund agreements and legal requirements.
- Support the Foundation Board of Directors and various Board committees, including the coordination and production of schedules, agendas, minutes, and associated materials with accuracy and timeliness.
- Provide operational and clerical support to the Executive Director and other staff.
- Provides support to Executive Director for Foundation re-certification process.
- Oversee that MCCF/UWMC meeting rooms/locations are properly set-up for external and internal meetings.
- Maintain accurately the Profile Management Module (contact information) in FIMS and work with other staff members to more fully utilize FIMS.
- Supports the Grants and Scholarship processes from inception to evaluation under the direction of the Executive Director and the Chairs of the MCCF Grants and Scholarship Committees.
- Facilitates the grantmaking processes including updates to grant templates each year and distribution. Activities may include contacting high school counselors to announce upcoming scholarships, connecting with advisory committees to update new members, and coordination of awards ceremonies that require a Foundation presence, as well as execution of fund agreements.
- Provide for timely notification of all grant and scholarship committees, manage all MCCF and UWMC committee rosters, and keep FIMS and Donation Tracker updated.
- Provides information to MCCF and UWMC Grants Committee to assist members with a comprehensive review of grant proposals submitted and site visits, monitor agency compliance as appropriate, and ensure completion of final reports.
- Prepares paperwork in accordance with language in the fund agreements and other terms and/or restrictions as specified by donors.
- Ensures the annual MCCF Lilly Scholarship program is conducted timely and professionally with integrity.
- Works with Executive Director to assure timely scholarship application processing, selection committee activities, transcript/performance monitoring, and scholarship disbursements.
- Work with the Director of Community Impact and Communications to create communications for donors and the community about grants and scholarships awarded.
- Will assist with web content management as directed
- Will assist with content calendar and photo bank as directed
- Will collect and report data on use of social media and web traffic as requested.
- Provide support for all events in the managing and execution as directed.
KNOWLEDGE, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS (KSAP’s)
- Demonstrated interpersonal skills necessary to deal tactfully and effectively with persons at all levels developing and maintaining productive relationships both inside and outside the organization.
- Ability to work independently and in a team environment.
- Ability to multi-task with attention to detail.
- Proficiency in general office and administrative support and in operation of equipment and machines.
- Demonstrated organizational and time management skills.
Interested applicants should submit a cover letter including salary requirements and resume electronically to email@example.com or on paper to: Marshall County Community Foundation, 2680 Miller Drive, Suite 120, Plymouth, IN 46563. Resumes will be accepted through March 1, 2021, or until a qualified candidate is hired. Intentions are to complete interviews and extend an offer by March 31, 2021.