Program Associate, Business Process & Donor Services

Tulsa Community Foundation; Bixby (OK); On-site; USD 40,000 - 55,000; Full time

Job summary

Tulsa Community Foundation is seeking a Program Associate to handle database administration, donor communications, and program support for grant, scholarship, and emergency relief programs. The role collaborates with staff to process applications and distributions, while ensuring sensitive donor and applicant communications are handled professionally.

The position focuses on improving workflows, maintaining donor portals, and supporting cloud-based transitions across multiple platforms.

Qualifications

• Bachelor’s Degree required, business administration, communications or related field preferred.
• Prior Experience in office management or an administrative role required.
• 3-5 years related experience with nonprofit or community organization preferred.
• Experience in application management preferred.

Responsibilities

• Evaluate and improve workflows for applications and fund distributions within Blackbaud RE NXT, NPact, and related platforms.
• Develop program management guidelines and staff training materials.
• Create dashboards to support metrics and reporting requirements.
• Manage donor portal and website integration.
• Implement and manage registration portals for events.
• Maintain Campaigns, Appeals and Membership modules in RE NXT.
• Support migration from legacy platforms to cloud-based solutions.

Skills

Microsoft Office Suite

Education

Bachelor’s Degree preferred, business administration or related field

Tools

Office administration tools

Job description

Description

About the Organization

In 1998, several charitably minded leaders came together to help create Tulsa Community Foundation (TCF), a tax-exempt public charity organized to receive, administer, and distribute gifts from individuals and organizations for the improvement of the Tulsa and Eastern Oklahoma area. TCF is a collection of many charitable funds varying in size. Each fund has its own identity and benefits from being invested with other funds to create a lasting community resource. TCF manages multibillions across thousands of individual philanthropic funds. TCF staff members work daily with nonprofit agencies, corporations, individuals, government officials, and community leaders to provide superior service to the citizens of Tulsa and Eastern Oklahoma, as well as to increase the charitable dollars contributed to our community.

Position Purpose

The Program Associate – Business Process and Donor Services will perform Tulsa Community Foundation’s database administration and maintenance, and improve its business systems involving gift processing, acknowledgments, receipts, fund administration along with providing administrative support. The position will be responsible for collaborating with staff to process applications and distributions for each of the grant, scholarship and emergency hardship programs. Effectively and professionally communicating directly with donors and applicants (from sensitive and diverse populations), is an essential component of the position.

Responsibilities / Essential Duties

Business Process

• Evaluate and improve TCF’s workflows for applications and fund distributions within its Blackbaud (RE NXT, FE NXT), NPact (Foundation Cloud, Community Portal, Spectrum) and Blackbaud Merchant Services platforms.
• Develop, as needed, program management guidelines and procedures, including written documentation and presentations for staff training purposes.
• Create dashboards to support TCF’s metrics and reporting requirements.
• Manage and administer TCF’s donor portal (Community Portal) and website integration.
• Implement and manage registration portals (RE NXT) involving fundraising events such as special events, golf tournaments, etc.
• Maintain Campaigns, Appeals and Membership modules in RE NXT.
• Manage and support transition from hosted or local platforms to cloud based platforms, e.g. RE Classic (database) to RE NXT.

Donor Services

• Review TCF contributions.
• Database administration.
• Create and distribute donation forms to support electronic contributions to TCF.
• Review tax receipts & acknowledgment letters for TCF on a timely basis.
• Support donor fundraising and grant-making activities.
• Apply stewardship policies using best practices.

Scholarship Programs

• Support process, including applications, using TCF’s Spectrum portal (Granted Edge/Foundation Cloud/Npact).
• Maintain a thorough and accurate database of scholarship information, including: name of fund, donor, purpose, amount available for distribution, selection criteria, recipient, renewability status, etc. for each year.
• Quickly and accurately manage recipient information, from selection through check distribution.

Emergency Disaster Relief Programs

• Support process, including applications, using TCF’s Spectrum portal (Granted Edge/Foundation Cloud/Npact).
• Maintain a thorough and accurate database of EDR program information, including: name of fund, recipient, reason for financial burden, amount available for distribution, eligibility status, etc.

Other duties as assigned.

Education and Experience

• Bachelor’s Degree required, business administration, communications or related field preferred.
• Prior Experience in office management or an administrative role required.
• 3-5 years related experience with nonprofit or community organization preferred.
• Experience in application management preferred.

Skills and Abilities

• Microsoft Office Suite proficiency.

Physical requirements

• Prolonged periods of time sitting or standing and working with a computer.
• Position continually requires and the ability to talk and hear both in person and over the phone.

Hours and Location

• This position is based at 7030 S. Yale Ave., Suite 600, Tulsa, Oklahoma 74136.
• A typical work week is Monday - Friday from 8:0 a.m. – 5:00 p.m.
• The work week will occasionally vary with advance notice depending on scheduled programming and other events; on occasion, may require evening or weekend hours.