Program Coordinator

Program 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 Program Coordinator supports the work of both the Program Team and the Operations Team at Berkshire Taconic. This role is responsible for administration of non-financial transactions (grant, gift and scholarship processing, etc.), database maintenance, assistance in coordination of volunteer committee meetings, and support for grant and scholarship applicants. The position provides administrative support to Program Department staff, as needed, and contributes to the improvement and documentation of Operational processes and procedures. The Program Coordinator is allocated to the Program Team 50% and to the Operations Team 50% and reports to both the Program Director and the Technical Operations Manager.

The person in this full-time, office-based role will be working in a fast-paced and learning-based environment. The ideal candidate has strong attention to detail and accuracy, is able to be flexible and proactive, and is willing to have responsibilities evolve over time. In return, this position provides an opportunity to build knowledge of and skills in philanthropy, program development and database operations.  As part of the Berkshire Taconic team, the Program Coordinator is expected to work collaboratively with other members of the team and the organization, to provide courteous and responsive communication to our staff, constituents, volunteers and applicants, and to support the foundation’s commitment to diversity, equity and inclusion.

Position Outcomes

The successful Program Coordinator will achieve the following outcomes, in collaboration with other staff:

  • Efficient and accurate processing of grants, gifts and other non-financial transactions.
  • Effective and efficient advisory volunteer committee meeting coordination through scheduling, collection and distribution of meeting materials, and providing logistical support for in-office meetings
  • Maintenance of the foundation’s database to sustain accurate and up-to-date constituent, transactional, vendor and committee data to support the foundation’s processing and reporting needs
  • Collaboration with team members and staff for the ongoing improvement of the foundation’s processes and procedures
  • Contributing to and being a key partner in establishing strengthened relationships with the foundation’s constituents through timely and effective communications

Key Responsibilities – Program Department Team (50%)

Volunteer committee support

  • Schedule in-person or virtual meetings 
  • Provide support to Grants Associate in preparing grant applications for staff and committee review
  • Send meeting materials to committees as provided by staff leads
  • Greet and provide hospitality to in-person meeting participants

Interaction with constituents

  • Respond to routine inquiries or refer questions to other team members

Program staff administrative support

  • Support the Program Director in monitoring annual activities for field of interest and designated funds
  • Assist on an as-needed basis with communications, scheduling, grant contracts and meeting preparation, and project support

Key Responsibilities – Operations Team (50%)

Weekly transaction processing 

  • Process transactions: gifts, grants and scholarships, profiles, funds, campaigns and opportunities. 
    • Gather all necessary information and documentation for transaction processing
    • Create and/or update data within the foundation software (CSuite, GLM, SLM)
    • Validate accuracy of data and transaction entry
  • Edit and process correspondence or fundholder requests
    • Generate, edit and prepare correspondence for mailing
    • Respond to fundholder requests
  • Maintain the grant and scholarship lifecycle management systems (GLM and SLM)
    • In collaboration with the Grants Associate, create and update online applications, record grant decisions and communicate to grant applicants. 
    • Monitor and reconcile grant payments to identify any unexpended grant amounts

Maintain foundation database

  • Create new and update existing customer records, gift, grant and scholarship records, and committee records, and perform regular reviews of the data to maintain the quality of the database
  • Identify, document and maintain best practices for data management within the foundation

Report creation and maintenance

  • Create and maintain database reports to support foundation reporting and communication needs

Contribute to process improvements

  • Review and analyze existing organizational processes and procedures
  • Identify, document and communicate improved processes and procedures to staff

Qualifications

The successful candidate will possess and have demonstrated in previous roles the following attributes 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)

COMPENSATION

Starting salary is $42,000, negotiable based on education and/or experience. Berkshire Taconic is an equal employment opportunity employer and offer competitive benefits including: a 403(b) retirement plan with employer contribution; generous paid vacation and sick time; health, dental and life insurance; opportunities for professional development; and a hybrid work model.

How to Apply

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