Foundation Program Support Specialist (Assistant Director)
April 25, 2018
Dependant on Experience
Full Time - Experienced
Administrative, Clerical, Support, Development and Foundation, Project Management/Program Development
2 Year Degree
With the Executive Director, the Specialist, Program Support (SPS) is responsible for key activities of the IFMA Foundation as well as providing assistance to the Executive Director and Board of Trustees. Key Foundation activities where the SPS holds responsibility includes: The Global Workforce Initiative, student programs, fund raising and development (including chapter relations and donor fulfillment), marketing and communications, event planning and execution, accounting and other projects as assigned.
The SPS will be a self-starter, able take the initiative to manage and sustain assigned Foundation programs. Able to work efficiently under minimal supervision, the SPS will work with the Executive Director and Board of Trustees representatives to define, initiate and execute projects and programs for which they are responsible. The ability to create instant report, confident in public speaking and presenting to audiences and travel in support of program growth is essential.
Essential Duties and Responsibilities: The Foundation Specialist will focus in four key areas:
Global Workforce Initiative (GWI) Program Support
Working with the Executive Director, the SPS will play a critical role in supporting the primary mission of the Foundation and the GWI to make Facility Management a career of choice. This includes supporting regional implementations of the GWI by working directly with chapter leaders and other local key constituents. Thorough knowledge of the Foundation’s FM workforce development methodology is essential.
Working with the Executive Director and Fundraising and Development Committee, the SPS will be primarily responsible for fulfillment of donor expectations but may need to assist in donor acquisition efforts when needed or appropriate. This includes working with existing GWI Advisory and GWI Chapter Partners to ensure their satisfaction in their relationship with the Foundation.
Marketing and Communications
The SPS is responsible for the execution of the Foundation’s marketing and communication plans by working with IFMA’s marketing and communications team and Foundation volunteers. In addition, the position is responsible for production and delivery of key communications such as e-updates, Foundation articles and stories in all available IFMA channels, website and social media.
Program and administrative support: This includes, but is not limited to: assistance and/or oversight in donor stewardship, scholarship programs, student programs (such as the International Student of the Year and ePoster competition), Foundation events, Accredited Degree Program, financial processes, constituent relationship management, etc.
To accomplish these focus areas, the Foundation Specialist will need to be familiar with the following:
Information Tracking and Reporting:
Use existing systems (Blackbaud’s eTapestry) to track and report donor, volunteer and constituent information to enable the Foundation to meet its business and program goals and objectives
Work with the Executive Director to provide regular, responsible reporting and appropriate cultivation follow-up activity to donors and prospects. Provide reports and follow-up to volunteer fundraisers and committee(s)
Fully understands and effectively use the Foundation’s donor management software to maximize the resource (eTapestry)
Develop and maintain the records, queries and reports in eTapestry and other data bases
Prepares annual notices, track and develop reports for the Scholarship program, International Student of the Year, ePoster, A&R Track presentations and other Foundation programs
Work closely with IFMA’s accounting staff providing information for the timely preparation of Foundation financials and reports for Board and staff use
Review invoices and expense reports for the Foundation submitted for payment for proper account coding, remittance information and ensure proper approvals are obtained
Proper and accurate recording of pledges and other donations and revenues
Monitor and follow up on open pledges to ensure timely reporting and prompt payments
Donor and Constituent Relations:
Coordinate and manage ongoing donor correspondence and communications
Support volunteer committees by providing reports, data gathering, meeting coordination, etc.
Oversee donor stewardship through prompt gift acknowledgements and annual reporting
Ensure donor recognition is ongoing, at accurate donor levels, etc.
Produce donor listings for publication(s).
To perform the job successfully, an individual should demonstrate the following competencies:
Job Knowledge - Competent in required job skills and knowledge; exhibits ability to learn and apply new skills; keeps abreast of current developments; requires minimal supervision; displays understanding of how job relates to others; uses resources effectively.
Communications - Expresses ideas and thoughts verbally; expresses ideas and thoughts in written form; exhibits good listening and comprehension; keeps others adequately informed; selects and uses appropriate communication methods.
Customer Service - Displays courtesy and sensitivity; manages difficult or emotional customer situations; meets commitments; responds promptly to customer needs; solicits customer feedback to improve service.
Teamwork - Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests.
Quality - Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; monitors own work to ensure quality.
Problem Solving - Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem-solving situations; uses reason even when dealing with emotional topics.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education: Associates or bachelor’s degree preferred with emphasis on fundraising, non-profit business administration, or related fields
Experience: Minimum two years of experience in non-profit business management or related fields
Ability to read, write and communicate in English with strong communications and writing skills. Ability to read and comprehend simple instructions, short correspondence, and memos, ability to write simple correspondence, ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form, ability to deal with problems involving several concrete variables in standardized situations.
To perform this job successfully, an individual should have knowledge of Microsoft Office software (Word, Excel, Outlook), Internet navigation, and experience with association software and association database software.
Certificates and Licenses:
CAE or other non-profit related credential preferred
This job has no supervisory responsibilities.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.
Specific vision abilities required by this job include close vision. While performing the duties of this job, the employee is regularly required to sit and reach with hands and arms. The employee is frequently required to talk or hear. The employee is occasionally required to stand, walk and use hands to finger, handle, or feel.
Additional Salary Information: IFMA offers an amazing comprehensive benefits package
About IFMA Foundation
The IFMA Foundation works for the public good in support of Facility Management (FM) higher education, students studying Facility Management and related fields, research critical to the profession, and increasing awareness of facility management and making FM a career of choice.