Nature of Work

The Operations Associate at Arizona Community Foundation provides daily support to the fund operations, grants and supporting organization teams. This position works closely with the teams to ensure accurate record-keeping, increase efficiency, enhance internal coordination and support the foundation's mission while providing outstanding customer service to internal team members, donors, fund holders and the nonprofit community. 

Essential Job Functions

• Provide support for meetings and board meetings, including scheduling, preparing related materials (agendas, minutes, packets) and tracking follow-up items.
• Maintain documents, record systems and working files including board and fund files in accordance with the record retention policy. Formulate procedures for systematic retention, protection, retrieval, transfer and disposal of records.
• Perform individual and organizational record setup and updates in systems per guidelines and procedures. Enter and update data in appropriate systems.
• Provide administrative support for fund setup and maintenance processes.
• Review grant letters for accuracy.
• Perform check mailing and assess returned checks.
• Monitor and track compliance related deadlines and documentation.
• Scan and file incoming mail for supporting organizations.
• Serve as a backup for grants and scholarship management team for payment entry and processing.
• Identify opportunities for process improvements within the finance department and contribute to the implementation of best practices.
• Create and update procedure manuals and processing guides relate to position responsibilities.
• Maintain confidentiality of Community Foundation affairs in communication, both written and oral, and ensure such through appropriate filing and disposal of materials.
• Provide excellent customer service to internal team members, donors, fund holders and the nonprofit community.

Knowledge or Skills

To successfully perform the essential functions of this position, candidate must demonstrate the following:

• Proficiency in software and tools, such as Microsoft Excel. Desire to learn and adopt new technologies (WRIKE, Foundant, and Salesforce).
• Excellent attention to detail and accuracy.
• Strong analytical and problem-solving skills.
• Effective communication skills, both written and verbal, with the ability to interact professionally with internal and external stakeholders.
• Ability to work collaboratively in a team environment and manage multiple tasks and deadlines effectively.
• Commitment to the mission and values of Arizona Community Foundation and the nonprofit sector and able to present the organization in a positive and professional manner.

Other Requirements

• Associate’s degree or equivalent in business administration or related field preferred.
• Two to five years of similar administrative or operations support experience required, with a preference for nonprofit or philanthropic organization experience.
• Strong understanding of office systems, processes and procedures. 

This position functions in an office environment. The candidate must:

• Be able to operate general office equipment to include computers, multifunction printers, VOIP phone system, and the multiple software platforms that are essential to the organization.

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by incumbents of the position. Incumbents may be required to perform other job-related tasks other than or in addition to those specifically presented in this description.

https://www.azfoundation.org/about/careers/career-opportunities/