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Administrative Coordinator

Berkshire Taconic Community Foundation
Job Title: Administrative Coordinator
Job Type:
Job Search Ends:
September 30th, 2022
Organization's Website:

Organizational Overview

The mission of Berkshire Taconic Community Foundation (BTCF) is to build stronger communities by inspiring charitable giving. We accomplish this mission by offering donors and community groups the tools and expertise to achieve their charitable vision and goals. Founded in 1987 in Salisbury, CT, BTCF serves Berkshire County, MA; Columbia and northeast Dutchess County, NY; and northwest Litchfield County, CT. In all, we serve people in 70 towns and 3 cities across 3 states within a 2,200-square mile area. Like most community foundations, BTCF offers a variety of fund types that help donors and community groups build charitable resources and make grants and other awards over time to achieve philanthropic goals. In total, BTCF manages over 550 funds totaling over $200 million in combined assets that together make over $8 million in grants and other awards each year. BTCF is a learning organization that embraces a culture of high performance, transparency, and flexibility. The staff all participates in some form of professional development on an ongoing basis and works cooperatively as a team, respectful of each other, the volunteer board that guides our work and the donors and nonprofits with whom we work.  More information can be found at www.berkshiretaconic.org.

Position Overview

The Administrative Coordinator supports office operations and processes transactions.  This role oversees the Foundation’s reception area, welcomes visitors, answers questions and manages mail and supplies for the office.  As part of the Operations team, the Administrative Coordinator processes transactions, maintains our database and helps improve processes.   The ideal candidate brings a strong attention to detail, is flexible to accommodate visitors and staff, and comfortable adjusting to changes in routine.  In return, this position provides competitive pay and benefits and an opportunity to build knowledge and skills in philanthropy, program development, and database operations.  The Administrative Coordinator reports to the Controller and the Technical Operations Manager.

Position Outcomes

The successful Administrative Coordinator will provide:

  • A polite greeting to all visitors and callers, and a friendly response to visitors, constituents and staff to provide information, office, or meeting resources
  • Reliable coordination and oversight of common spaces, office mail, supplies, equipment and building maintenance
  • Efficient and accurate processing of profiles, grants, gifts, and other data base transactions
  • Reports to meet staff, communication and constituent needs
  • Proactive collaboration with other staff to improve the Foundation’s processes and procedures

Key Responsibilities – Administrative Coordination (50%) –to include but not be limited to:


  • Answer main telephone and direct calls and messages to the appropriate staff member
  • Welcome visitors and refer them to the appropriate staff person or meeting room

Office Management

  • Manage conference rooms, public areas, and office supply inventory
  • Process incoming and outgoing mail and faxes daily
  • Coordinate and communicate with office equipment and building vendors

Key Responsibilities – Operations Team (50%) –to include but not be limited to:

Weekly transaction processing

  • Process transactions: gifts, grants and scholarships, profiles, funds, campaigns, and opportunities.
  • Edit and process correspondence or fundholder requests

Maintain Foundation database and reporting

  • Create and update constituent records; record gift, grant and scholarship transactions, committee records, and more
  • Create and maintain database reports for staff, mailings and constituents.

Contribute to Process Improvements

  • Collaborate with other staff to document and improve processes


The successful candidate will demonstrate the following traits and skills:       


  • 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


  • Great customer service, and 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)

How to Apply

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

133 Federal Street, Suite 802 | Boston, MA 02110
Phone: 617.426.2606
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