Berkshire Taconic Community Foundation > <b>Learn</b> About BTCF > Job Opportunities > Administrative Coordinator

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. More information can be found at BerkshireTaconic.org

Position Overview

The Administrative Coordinator maintains office and building operations and provides data and administrative support. The position also supports the foundation’s senior staff. The person in this role operates in a fast-paced environment and must be flexible to accommodate visitors, ongoing technology upgrades and changes in routine. As part of the operations team, she or he provides welcoming and responsive communication to volunteers and donors and high-quality support of records, processes and staff projects with attention to detail and accuracy.

This is a part-time temporary position of 25 hours per week, with the possibility to increase hours and transition into a permanent position. 

Position Outcomes

The successful Administrative Coordinator will achieve the following outcomes over time, in collaboration with other staff:

  • Provide well-maintained and welcoming facilities, where staff and constituent needs for information, office and meeting resources are met in a timely manner
  • Coordination and support of office technology needs, including phone, copiers, and communication
  • Up-to-date data records and coordination of data improvement projects
  • Timely response to requests for resources, transaction processing, and project requests
  • Well-coordinated meetings and events—where staff have the logistical support needed to accomplish meeting objectives
  • Easily accessible information available for staff to properly meet their respective responsibilities

Key Responsibilities

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
  • Keep track of staff via monitoring Outlook calendars
  • Remain apprised of foundation activities, manage office calendars and assist with scheduling of meetings, as needed
  • Post meeting room schedules daily
  • Coordinate and assist with organizing public events hosted by Berkshire Taconic as assigned

Office Management

  • Serve as overall problem-solver for staff on office-related issues
  • Maintain inventory of supplies and place/track orders to keep supplies in stock
  • Monitor office equipment, vendor relationships, schedule service, and research and recommend upgrades as needed
  • Recommend new procedures to ensure the office is operating effectively
  • Update office forms as needed
  • Schedule conference rooms, including setting up A/V equipment, assisting users and arranging for refreshments as needed
  • Coordinate vendors to provide maintenance and building services to the foundation's main office and the Clampitt House poet residency
  • Keep public areas and kitchen neat and hospitable; replenish paper, brochures and business cards
  • Process incoming and outgoing mail and faxes daily
  • Close the office daily, and arrange for coverage during absences

Database, Processes and General Administration

  • Enter data, generate reports, monitor status, perform quality checks, prepare mailings and assist with or perform other administrative tasks in support of our business processes as time permits
  • Responsible for updates and organization of policies and master forms for server, website, donor portal, and other portals as needed
  • Coordinate RSVPs and job applicant inquiries
  • Assist on special projects as assigned

Senior Team Administrative Support

  • Assist in scheduling of meetings and external communications, including conducting online surveys
  • Support senior managers by providing some administrative project support

Qualifications

The successful candidate will possess and have demonstrated in previous roles the following traits and skills:

Traits

  • Action-oriented and proactive problem solver
  • A team player: helpful, polite, collaborative, supportive and respectful
  • Highly organized to manage multiple priorities and deadlines in a fast-paced environment
  • Maintains high professional standards
  • Accuracy and attention to detail
  • Ability to work with confidential information with discretion and good judgment

Skills

  • Proficiency with databases and reports
  • Proficient with Microsoft Office products, including Excel, Word, PowerPoint, Outlook, Teams
  • Highly proficient with technology
  • Strong verbal and written communication skills
  • Committed to ongoing professional development
  • BA/BS degree preferred (AA degree with significant experience will be considered)

How to Apply

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