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, data and IT efforts. 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.  

Position Outcomes

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

  • Well-maintained and welcoming facilities, where staff and constituent needs for information, office and meeting resources are met in a timely manner
  • Coordinated support of office technology needs, including phone, copiers, and communication/troubleshooting issues with Foundation’s IT service company
  • Up-to-date data records and coordinated data improvement projects
  • Timely response to requests for resources, transaction processing and project requests
  • Well-coordinated meetings and events for which 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 whereabouts by 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 main office and the site of the Amy Clampitt poet-residency (or the Clampitt house)
  • 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, 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 and DonorCentral and other portals as needed
  • Coordinate RSVPs and job applicant inquiries
  • Assist on special projects as assigned. Notarize documents as needed (prior certification as a notary is not necessary)

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; MS Office products (MS Excel, Word, PowerPoint, Outlook, Teams)
  • Highly proficient with technology 
  • Strong verbal and written communication skills 
  • Committed to ongoing professional development
  • B.A./B.S. degree preferred (A.A. degree with significant experience will be considered)
     

 

Compensation

Commensurate with experience and skills. Benefits include health, dental, life, disability, paid vacation, sick leave and contribution to 403(b) plan.

How to Apply

Please submit resume and cover letter to Vice President of Finance and Administration Joseph R. Baker at jbaker@berkshiretaconic.org.