Philanthropic Services Associate

Philanthropic Services Associate

Organizational Overview

The mission of Berkshire Taconic Community Foundation is to strengthen 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, Berkshire Taconic 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 education enrichment funds that serve every public school district in our region, and special initiatives to address regional challenges. As we enter our fourth decade, we are expanding our reach and focusing on a set of strategic priorities where we believe philanthropy can make a measurable difference.

In total, the foundation manages more than 550 funds with a combined $160 million in assets that together make over $8 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. We are respectful of each other, the volunteer board and committees that guide our work, and the nonprofits and donors who are our vital partners in improving lives across the region. More information can be found at

Position Overview

The Philanthropic Services Associate is responsible for the daily operations of the Philanthropic Services team. Core responsibilities include management of gifts processing, database management and reporting as it pertains to donor and fundholder relationships, and research and prospect management. This position works closely with the Database Manager to maintain foundation relationship databases and the Information Technology Manager to support day-to-day management of DonorCentral, our online donor portal. This position reports to the Chief Philanthropy Officer and works closely with a team responsible for advancing all programmatic and donor service work. The associate is specifically responsible for ensuring timely and accurate transactions and smooth operations for gifts processing, and the administrative tasks related to donor services and donor engagement activities. BTCF uses Foundation Information Management Systems (FIMS) as its primary database, and the successful candidate will be expected to become proficient in its operation.

Position Outcomes

The successful Philanthropic Services Associate will achieve the following outcomes over time, working with other staff:

  • Accurate, efficient and timely acknowledgment of all incoming gifts
  • Effective tracking of gifts from a variety of sources, including fundraising activities and online giving, to enable robust analysis of trends and opportunities
  • Professional database management of relationships and donors, providing useful reporting and identification of opportunities
  • Strengthening the process of prospect research and development and managing the current tool(s) for prospect research
  • Contributing to and being a key partner in establishing strengthened relationships with donors through timely and effective communications

Key Responsibilities

Gifts Processing

  • Process incoming donations from various sources—checks/cash, online gifts, securities, interfund transactions—and assign to donor and fund with accuracy
  • Process matching gifts applications and maintain accurate records in database
  • Prepare acknowledgement letters according to type of gift, donor and fund, and coordinate the revision of acknowledgement letters annually
  • Track appeal, fundraising, challenge and other special handling on gifts
  • Cross-train on gift processing and data entry as needed

Database Management and Reporting

  • Regularly update donor records in FIMS database
  • Maintain records of outstanding pledges by managing fulfillment and mailing pledge reminder letters
  • Prepare weekly, monthly and or quarterly gift reports
  • Prepare annual Donor Impact Reports for fundholders
  • Prepare additional reports as requested for internal and external audiences
  • Maintain relationship management records
  • Maintain profile and fund folders
  • Implement changes to ensure the database remains updated and current—includes updating essential style guides and process documentation

Department Support and Donor Services Support

  • Maintain cross-functional working relationships with other departments
  • Respond to general incoming inquiries and document client requests and communications properly in the database
  • Provide necessary materials and forms to current or prospective donors, prospects and fundholders
  • Work with community engagement officers and other staff members to maintain portfolio of existing donors to provide ongoing communication and increase level of donor engagement
  • Prepare materials for meetings with fundholders and potential donors, and meet with these donors as needed
  • Serve as a contact for fundholders and answer questions regarding donor interests and intentions
  • Prepare and manage lists and letters for solicitation appeals, events and other donor communications activities
  • Plan and organize events and meetings or provide logistical support for events and meetings organized by other members of the Philanthropic Services team, including taking meeting minutes when needed
  • Provide administrative support for establishment of new funds and the closing of current funds
  • Manage donor recognition and Legacy Circle for current fundholders and legacy donors
  • Manage and facilitate special projects as assigned

Research and Prospect Management Support

  • Track and manage prospect research data
  • Strengthen prospect development process to create an efficient moves management procedure
  • Integrate data from prospect tracking sheet with database
  • Coordinate monthly prospect meetings
  • Conduct independent research on prospects as needed and assist other staff members with prospect research
  • Prepare prospect research reports
  • Coordinate current research tools and attend webinars to stay updated

Coordination of Online Portal for Donors and Fundholders

  • Coordinate improvements to the portal, manage client requests and monitoring, and communicate with IT and Grants Coordinator
  • Prepare and maintain “how-to” materials for new fundholders
  • Respond to donor inquiries regarding grantmaking, fund balance information, passwords and other troubleshooting as needed
  • Collaborate with Communications Department to maintain and update content
  • Provide usage analysis as needed


  • Bachelor’s degree
  • Two years’ experience in a related or comparable position; nonprofit experience preferred
  • Experience working with databases and demonstrated proficiency with Microsoft Excel.


The ideal candidate will possess and have demonstrated the following attributes and skills:

  • A positive attitude and desire to work with a team to provide high-quality services
  • Strong customer service ethic and comfortable working and interacting with donors
  • Able to process many transactions accurately
  • Comfortable learning new technology and using software programs
  • Well organized and at ease with multiple deadlines in a fast-paced environment


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