Coordinator, Philanthropic Services

The Chicago Community Trust; Chicago (IL); On-site; USD 74,000 - 84,000; Full time

Job summary

The Chicago Community Trust in Chicago is seeking a Coordinator, Philanthropic Services to support donor engagement through database, events, meetings, and customer service. Reporting to the Senior Director of Operations, you will help maintain donor relationships and ensure accurate data practices.

The role requires 2–3 years donor-facing experience, Salesforce familiarity, and strong organizational skills with a commitment to confidentiality. This is a full-time, on-site position in Chicago.

Qualifications

• 2-3 years of donor-facing experience, with strong verbal and interpersonal communication skills and an ability to be responsive to a variety of donor requests.
• CRM database management experience, with a strong preference for Salesforce experience
• Bachelor’s degree preferred
• Ability to prioritize, multi-task and work with a variety of teammates in a highly collaborative environment
• Exceptional organization and attention to detail
• Ability to maintain confidentiality
• A self-starter who thrives in an environment of light managerial oversight

Responsibilities

• Coordinates donor advised fund grant making as requested by donors to philanthropic advisors, donors, others including entering grant recommendations, and tracking of proposals, reports and due diligence.
• Creates and mails tribute letters, dormant fund policy notifications, and other donor correspondence, as needed.
• Processes relevant incoming correspondence related to funds.
• Monitors donor services inbox for donor inquiries and responds appropriately, generating reports and other streamlined activities as required.
• Prints and mails donor advised fund statements as required by Contacts preferring non-electronic communication.
• Creation of meeting materials for Philanthropic Advisors including Annual Philanthropic Reviews, briefing memos, PowerPoints, reports etc.
• Administrative tasks related to events such as briefing memo creation and distribution, RSVP tracking, registration, name tags and other general support.
• Assists with Vendor management, including submission and monitoring of contracts and necessary vendor documentation.
• Onsite event support and staffing, as needed.
• Maintenance of Salesforce donor database: Conducts accurate data entry of new Contacts and Accounts in Salesforce; Provides daily correspondence regarding new data entry; Primary point person for donor / professional advisor / prospect updates; Maintains donor database integrity; Ensure soft credits are properly allocated; Updates Contact / Account / Fund data for PS team.
• Occasional help with scheduling and meeting prep for PS Senior Directors

Skills

Donor relations

Verbal communication

Highly organized

Confidentiality

Education

Bachelor’s degree

Tools

Salesforce CRM

Job description

Title: Coordinator, Philanthropic Services

Department: Philanthropic Services

Reports to: Sr. Director of Operations

Classification: Regular; Full-time

FLSA Status: Non-exempt

Salary Range: $74,475 - $84,405

Position Summary:

The purpose of the Coordinator, Philanthropic Services is to support the engagement of current and prospective donors via database, event, meeting and customer service supports.

As a front line service and administrative support, this role is critical to the internal and external services PS provides. Reporting to the Senior Director of Operations, the primary objective of the Coordinator of Philanthropic Services is to provide superior and responsive donor support to the Philanthropic Services department, allowing the Trust to maintain and secure high quality relationships with donors.

Principle Responsibilities:

Donor Support for Philanthropic Services Team

• Coordinates donor advised fund grant making as requested by donors to philanthropic advisors, donors, others including entering grant recommendations, and tracking of proposals, reports and due diligence.

• Creates and mails tribute letters, dormant fund policy notifications, and other donor correspondence, as needed.
• Processes relevant incoming correspondence related to funds.
• Monitors donor services inbox for donor inquiries and responds appropriately, generating reports and other streamlined activities as required.
• Prints and mails donor advised fund statements as required by Contacts preferring non-electronic communication.
• Creation of meeting materials for Philanthropic Advisors including Annual Philanthropic Reviews, briefing memos, PowerPoints, reports etc.

Event Support

• Administrative tasks related to events such as briefing memo creation and distribution, RSVP tracking, registration, name tags and other general support.

• Assists with Vendor management, including submission and monitoring of contracts and necessary vendor documentation.
• Onsite event support and staffing, as needed.

Maintenance of Salesforce donor database

• Conducts accurate data entry of new Contacts and Accounts in Salesforce from various sources, including fund applications, Philanthropic Services Team and through the Electronic Documents Management system.
• Provides daily correspondence regarding new data entry within the Trust and with external financial partners.
• Primary point person for donor / professional advisor / prospect updates within Salesforce for Philanthropic Services team.
• Maintains donor database integrity, including eliminating duplicate contacts or accounts within database, coordinating with Finance, Innovation & Technology, and Philanthropic Services, as needed.
• Ensure soft credits are properly allocated to secondary donors.
• Updates Contact / Account / Fund data for PS team as it relates to information updates / divorces / deaths / classifications / Donor Portal permissions

Administrative Support for PS Team

• Occasional help with scheduling and meeting prep for PS Senior Directors

Requirements

Position Qualifications:

• 2-3 years of donor-facing experience, with strong verbal and interpersonal communication skills and an ability to be responsive to a variety of donor requests.
• CRM database management experience, with a strong preference for Salesforce experience
• Bachelor’s degree preferred
• Ability to prioritize, multi-task and work with a variety of teammates in a highly collaborative environment
• Exceptional organization and attention to detail
• Ability to maintain confidentiality
• A self-starter who thrives in an environment of light managerial oversight