Community Foundation of the Gunnison Valley
Administrative Assistant and Office Manager .7 FTE (2012)
The Community Foundation of the Gunnison Valley is a nonprofit organization that serves as a local resource for
encouraging philanthropy and provides donors with the inspiration to give effectively. The Community Foundation is a
trusted and knowledgeable partner for sound financial management, administration and distribution of charitable
funds.
As part of the staff of the Community Foundation of the Gunnison Valley, the Administrative Assistant/Office Manager
works as part of the team, to ensure the timely and efficient operation of a smooth office. The Administrative
Assistant/Office Manager must provide excellent customer service, administrative support and overall general office
management duties. The Administrative Assistant/Office Manager must have bookkeeping knowledge and be
proficient at FIMS data entry and reporting and be willing to learn the basics of Raiser’s Edge. This person works closely
with the Executive Director and reports to the ED.
Organizational skills: Ability to manage multiple deadlines and tasks efficiently and effectively with minimal
supervision. Ability to complete work in a timely manner. Capable of critical thinking in order to improve processes as
needed.
Customer service skills: Must relate well to others and have the ability to establish effective relationships with staff,
donors, professional advisors, volunteers and grantees. Must maintain confidentiality of donor, staff, volunteer and
grantee information.
Technology skills: Strong computer skills with mastery of Word, Excel, Outlook, FIMS and Raiser’s Edge. Ability and
willingness to lean new software programs. Proficient use of office equipment including fax, copier, scanner, etc.
General: Highly motivated with the ability to work independently. Positive attitude and a willingness to pitch in to help
complete the job at hand. Must be able to prioritize tasks and work simultaneously on multiple projects. Must be
detail-oriented and have a positive attitude. Must observe high ethical standards.
Duties of the Administrative Assistant/Office Manager of the Community Foundation of the Gunnison Valley include but are not
limited to:
Customer Relations Duties:
 Answer phones and greets visitors when necessary
 Interface with scholarship students and their schools
 Demonstrate excellent customer service toward all visitors, callers and volunteers to be sure they feel
welcomed and valued
 Represent the Foundation at events as required and appropriate
Administrative Duties:
 Collect, open, sort and distribute mail daily and maintain outgoing mail
 Assist in maintaining back-up of all files and data – hard and computer
 Data entry in both FIMS and Raiser’s Edge (transitioning from heavy bookkeeping tasks to assisting with donor
management insofar as adding relevant information to donor records is concerned)
 Make daily bank deposits and record all deposits and produce acknowledgement letters
 Interface with outsourced FIMS administrator; submit information as often as necessary to administrator and
to Development Assistant regarding gifts received
 Keep yearly records of Conflict of Interest Statements and Disclosure Statements for Board, Advisors, staff and
volunteers
 Accept other duties as assigned and anticipate needs of the Executive Director and the Board
 Assist with planning and coordinating Foundation events and educational programs
General Office Management:
 Purchase, organize and keep inventory of office supplies
 Keep marketing materials inventoried and organized
 Hard-copy and electronic files - set up new files, file all correspondence, archive appropriate files, maintain
current and archived file spreadsheet
 Make all maintenance calls, technology and building and other as may arise
Board Stewardship
 Post Board materials on the Community Foundation’s website
 Prepare for any meetings (Board, committee) with appropriate set-up, food, drinks, etc
 Post meeting clean up if meetings are in-office
 Assist in providing printed materials for meetings
 Take and prepare Board and Executive Committee minutes
Donor Stewardship and Public Relations
 Serve as a first face to donor funds assuring they receive timely and accurate service along with the Executive
Director and Development Assistant
 Create and distribute quarterly statements for donors and fund representatives
 Assist with content and placement of donor materials, website, and brochures
Project Management
 Assist with the writing, preparation and distribution of printed materials – marketing, press releases,
newspaper columns, newsletters, annual report, magazine articles and others as necessary
 Foundation events
o Assist with mailing invitations
o Manage registration for all Community Foundation events and coordinate with Development Assistant
for consistent record-keeping
o Order supplies for all Community Foundation events
o Reserve venues and catering for Community Foundation events
o Attend and assist with Community Foundation events
This job description in no way states or implies that these are the only duties to be performed by the person occupying
this position. There may be other job-related instructions and duties as requested by the Executive Director.