Operations Assistant

Job Title: Operations Assistant

Employment Status: Part-Time

Employment Type: Regular, Exempt

Reports to: Vice President of Operations

Location: 536 E. Broadway, Council Bluffs, IA 51503

Job Description:

Summary:
As part of a dynamic and high-performing team, the Operations Assistant is responsible for essential administrative duties, as well as, assist with the Community Foundation’s annual grant programs. The Operations Assistant serves as the key point of contact between the Community Foundation and all committees. The Operations Assistant will perform diverse, complex and non-supervised administrative functions that require a high level of professionalism and confidentiality.

The Community Foundation for Western Iowa is a tax-exempt public charity, 501(c)(3), that serves thousands of people who share a common interest in improving the quality of life in western Iowa. Individuals, families, businesses and organizations help their communities meet the challenges of changing times and amplify their philanthropic potential through the permanent charitable funds that the community foundation invests, administers, and facilitates. The community foundation is overseen by a volunteer board of leading community-focused citizens and managed by dedicated professionals with expertise in identifying the needs of their community.

Essential Duties and Responsibilities:

Administrative Duties

• Work closely with the President & CEO and Vice President of Operations to manage the executive calendar, including prioritizing and resolving related conflicts and competing demands and proactively scheduling meetings with internal and external individuals.
• Act as the main contact for all Community Foundation committees. Schedule meetings, prepare meeting materials, attend meetings and prepare meeting minutes.
• Manage annual conflict of interest documentation for all board and committee members.
• Manage the Community Foundation’s Community Suite database system, including updating contact information and entering meeting and communication notes.
• Responsible for preparing donor acknowledgement letters and for the electronic and physical filing and documentation of such letters.
• Prepare and mail donor communication pieces, including quarterly donor fund statements.

Grant Management

• Review and score Community Impact Grant applications and track annual grant focus areas.
• Responsible for learning the Grant Lifecycle Manager software and administering multiple grant cycles each year.
• Work with the Marketing and Engagement Manager, Board and committee members in scheduling presentations and communications.

Other

• Act as an ambassador of the community foundation when attending community events on behalf of the foundation.
• Assist in the planning and execution of Community Foundation special events
• All other duties as assigned.

Preferred Educational/Experience Requirements:

• Associate’s degree with 3+ years of administrative support or equivalent experience.
• Excellent written, oral, and interpersonal communication skills.
• High-level proficiency with Zoom, Microsoft Outlook, Word, Excel, and PowerPoint. Willingness to learn and master the Community Foundation’s suite of database and grant management software.

Competencies:

• Excellent organizational skills; ability to plan, manage, organize and implement multiple projects to meet deadlines and work well under pressure, as well as be able to work in a dynamic changing environment.
• Ability to work independently and responsible for managing multiple activities with attention to detail.
• Ability to and responsible for communicating the organization’s actions and resources in a way that affects a positive public image.
• Must be courteous, caring and professional to internal and external customers at all times.
• Ability to work with community foundation staff in a collaborative and cooperative manner.
• Maintains confidentiality of all information in possession of the community foundation and all discussions of community foundation business, is dependable and punctual, and abides by all specific program and procedures, policies and requirements and follows nationally accredited best practices.

Working Conditions:

• This position requires only minor physical exertion and/or physical strain.
• Willingness to travel occassionally, primarily in western Iowa.
• Must possess a valid driver’s license at the time of hire and maintain it throughout the course of employment.
• The Community Foundation for Western Iowa is an equal opportunity employer.

Disclaimer: The above information indicates the general nature and level of work performed by this position. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this position. The Community Foundation has the right to revise this position description at any time.
This position description is not a contract of employment and does not alter employee’s at-will employment status.