Finance & Programs Coordinator

Naperville Area Chamber of Commerce; Naperville (IL); On-site; USD 55,000 - 75,000; Full time

Job summary

DuPage Foundation is seeking a Finance & Programs Coordinator to support both the Finance and Programs teams with administrative and operational tasks. The role focuses on gift processing, grantmaking, and data management to ensure accuracy and timely execution.

The ideal candidate will be organized, detail-oriented, and capable of handling confidential information with discretion, while maintaining excellent communication with staff and community partners.

Qualifications

• Bachelor’s degree or higher with several years of experience supporting senior leaders or teams in fast-paced environments.
• Strong organizational skills with exceptional attention to detail and accuracy.
• Ability to manage multiple priorities, meet deadlines, and communicate effectively.

Responsibilities

• Coordinate scheduling, meeting logistics, and administrative support for senior leaders, including filing and document management.
• Prepare agendas, materials, and minutes for committee meetings and maintain records.
• Support gift processing, grantmaking, and donor-advised programs with data management and audit support.

Skills

Organizational skills

Attention to detail

Communication skills

Interpersonal skills

Problem-solving

Discretion

Relationship building

Education

Bachelor's degree

Tools

Microsoft Word

Excel

PowerPoint

Outlook

Database management systems

Job description

Position: Finance & Programs Coordinator

Position Type: Full-Time, Non-Exempt (In Person)

Supervisors: Vice President for Finance (Primary) and Vice President for Programs

Position Summary: The Finance & Programs Coordinator plays a central role in supporting the Foundation’s core operations, including gift processing, grantmaking, and internal coordination. The position provides high-quality administrative and operational support to both the Finance and Programs teams, helping ensure accuracy, timeliness, and an excellent experience for Foundation constituents and community partners. The ideal candidate is highly organized, detail-oriented, and dependable, with strong interpersonal and communication skills, and knowledgeable with spreadsheets and data management.

About the Organization

Summary: DuPage Foundation is DuPage County’s champion for philanthropy. We bring together people, knowledge, and resources to address our community’s greatest challenges and opportunities through collective impact. Our mission is simple, yet profound: to foster philanthropy, connect donors to area needs, and build community partnerships as we help people give efficiently and effectively to the causes they love and create lasting charitable endowments. With more than $180 million in assets under management, we have granted more than $120 million throughout DuPage County and beyond since our founding in 1986.

Administrative and Organizational Support

• Coordinate scheduling, meeting logistics, and administrative support for the Vice President for Finance and Vice President for Programs, including the filing of action reports, document management, scanning, and filing.
• Prepare agendas, materials, and take minutes for Finance and Program committee meetings.
• Maintain and track annual compliance items, including conflict of interest forms and related documentation for staff and volunteers.
• Maintain accurate and organized digital and physical records across the Finance and Programs departments, and the organization.
• Enter and manage data within the Foundation’s database and other systems.
• Serve as backup for reception and main phone line coverage as needed.
• Assist with internal meetings and events, including room setup and coordination.
• Act as a notary public (or obtain licensure upon hire).
• Support cross-functional projects and organizational initiatives as assigned.

Finance Team Support

• Scan inbound gifts and coordinate donor-initiated fundraising donation processes with a high degree of accuracy and timeliness.
• Prepare and mail weekly grant and accounts payable checks and acknowledgement letters.
• Maintain electronic records by scanning supporting documentation to transactions in the database.
• Provide support for the annual audit process including the preparation of documentation and coordination with the auditors.
• Assist with annual signatory updates and related financial documentation processes.
• Provide backup support for gift entry, accounts payable, and mail processing.

Programs Team Support

• Support the processing and tracking of donor-advised and discretionary grants.
• Maintain accurate grant records, including agreements and other related documentation.
• Conduct research and due diligence related to the grantmaking process.
• Provide proofreading and administrative support for program-related communications and publications (e.g., Arts DuPage materials).
• Serve as the point of contact for select program logistics, including event preparation and coordination (e.g., Bright & Early Parent Advocate trainings).
• Provide backup support for the weekly grant process and other key Programs functions.

Qualifications and Experience

• Bachelor’s degree or other post-secondary education preferred with three or more years of related experience supporting senior leaders or teams in a fast-paced environment.
• Strong organizational skills with exceptional attention to detail and accuracy.
• A demonstrated ability to manage multiple priorities under pressure and follow projects through to successful completion.
• Outstanding verbal and written communication skills.
• Proficient with Microsoft Word, Excel, PowerPoint, Outlook, and database management systems; ability to learn new technology and tools quickly.
• Professional, collaborative demeanor with strong interpersonal and problem-solving skills.
• Ability to handle confidential information with discretion and exercise sound judgment.
• Demonstrated ability to build effective, trusted relationships internally and with key stakeholders.
• A genuine passion for helping people and our shared community.

How to Apply

Email a PDF resume and cover letter with the subject line “Finance & Programs Coordinator” to [e-mail]. All applications will be considered under the strictest of confidence.

No calls please.

Hiring Policy

DuPage Foundation considers applicants for all positions without regard to gender, race, color, religion, age, national origin, ancestry, disability, political affiliation, marital status, sexual orientation, pregnancy, or any other legally protected status.

Additional Info

Job Function: Administrative

Company/Organization Name: DuPage Foundation