Fund Administration Associate

Community Foundation of Western Mass
Massachusetts, United States
$46,000.00 - $53,000.00
Closing date
Aug 31, 2022

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Position Type
Fundraising, Annual Fund, Donor Relations, Fundraising Administration, Major Gifts, Other Fundraising, Special Events
Community Foundations, Philanthropic Advisors
Employment Type
Full Time

Job Title: Fund Administration Associate   Reports To: Director of Philanthropic Operations  

Department/Division: Philanthropic Operations/PS  Standard Hours: Mon-Fri 8:30 - 5:00pm

FLSA Status: Non-Exempt      Supervises: None



The Fund Administration Associate (FAA) implements gift processing, effective fund administration, and fundholder stewardship. The FAA lifts concerns, triages and resolves issues to ensure that fund intentions are fulfilled, and fundholders/donors have a strong and positive relationship with the Foundation. The FAA is cross trained with the Donor Service Associate role in order to support effective implementation of the Foundation’s advised and designated fund grantmaking, works with staff in all departments as well as volunteers, and directly with fundholders/donors as well as grant recipients to support coordination of efforts. All activities are developed and implemented in alignment with the Foundation’s overall strategic priorities including diversity,equity, and inclusion,


• Administer gift processing, scan gifts to network folder, and create excel sheet of daily gifts, send gift acknowledgments.

• Draft all fund agreements with information provided by staff working directly with donors, maintain fund agreement template library, and manage and document the fund agreement approval process.

• Onboard new funds, establish internal systems for tracking and reporting, and introduce new fundholders/donors to available services and support.

• Collaborate with all departments to ensure effective administration of all funds, including opening, closing funds and maintaining compliance with current laws and national standards.

• Ensures funds are adhering to all CFWM policies pertaining to them, including but not limited to the Inactive Funds Policy.

• Develop and implement a fund audit system that ensures compliance with donor intent and CFWM policies and procedures.

• Collaborate with all departments to support problem-solving with and for donors including providing donors with updates and answers to their questions or concerns in a timely manner.

• Facilitates the prospect management process through database reporting for the Vice President of Philanthropy and participate in the PS Division’s broader prospect management efforts.

• Support the Director of Philanthropic Operations in compiling reports and information to create an analysis of the Foundation’s current donor and fundholder pool, may include the creation of narrative and summary reports as well as recommendations for next steps.

• Utilize the Foundant database to track and record relationships, donors’ interests and giving patterns to share with the team.

• Monitor top tier fundholder/donor interests, giving patterns and capabilities in order to tailor services.

• Strive for a culture of excellence in donor relations.


• Regular interaction with donors and fund holders.

• Daily use of the Foundant database, to complete regularly assigned duties including data entry, data clean-up, and reporting.

• In coordination with Donor Services Associate, provide ongoing technical assistance to fundholders using the fund portal, respond to fundholder/donor requests for information regarding their funds or giving.

• Coordinate mailings and/correspondence related to philanthropic operations.

• Maintain confidentiality of Community Foundation affairs in communications, both written and oral.

• Serve as backup to reception.

• Occasional attendance at Foundation events outside work hours.

• Other duties as required or assigned.


Education: Associate degree or equivalent work experience required

Experience: 2 – 3 years’ experience in philanthropy, or business or legal profession; previous experience as a

high-level administrative assistant preferred.


• Advanced expertise in Microsoft Office Suite is required.

• Experience with relational, constituent management databases such as Foundant, Blackbaud FIMS, Blackbaud Raisers Edge, or Salesforce including basic to intermediate reporting capabilities required.

• Able to handle multiple priorities and communicate effectively with all levels of the organization

• Detail oriented and capable of meeting deadlines on a timely basis.

• Outstanding oral and written communication skills.

• Problem solving skills and ability to recognize when issues need to be elevated.

• Strong customer services skills including the ability to manage customer expectations and to translate customer needs within the organization.

• Demonstrated commitment to diversity, equity and inclusion.

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