Job Opening – Administrative and Database Assistant


Job Description

The Foundation

The Community Foundation of Southern Indiana, Inc. has an opening for a team member to provide administrative services and database assistance on a full time, hourly basis.

The Foundation is an independent, not for profit organization serving Clark and Floyd counties in Indiana with a volunteer board of directors. We oversee and administer hundreds of charitable funds created by donors to impact our community for the better, now and for generations. For more information about the Foundation and its services, please visit our website at


Position Description

The Administrative and Database Assistant position is an hourly, full time, non-exempt administrative staff assignment responsible for handling routine office administration duties such as providing reception responsibilities (answering phone, messaging, greeting customers, reserving conference rooms for meetings, catering, etc.), daily mail receipt and processing, office equipment maintenance, building management liaison for the 4100 Charlestown facility, providing administrative support to the President & CEO, the Board of Directors, and staff as needed; coordinating and producing all mailings, donor and grantee lists and reports; managing the board materials for meetings and producing board and committee meeting minutes; and logging checks and other routine financial administration duties. Additional responsibilities include maintaining, updating and managing the development/donor database of the Foundation (FIMS).

It is anticipated that this position will require forty (40) hours per week, from 8:00 a.m. until 5:00 p.m. The person in this position will be the first point of contact for constituents contacting the Foundation by phone or in person and as such must carry out his or her duties in a welcoming, informative and friendly manner.


Reports To

The Senior Director of Finance & Operations, who reports to the President & CEO. The Administrative and Database Assistant works under the direct supervision of the Senior Director of Finance & Operations and collaboratively in a team environment with other staff to provide the highest quality service to the Foundation’s current donors, other nonprofit organizations, prospects and the professional advisor community.


Duties and Responsibilities

  1. Database Assistance:
  • – Primarily responsible for accurate data entry; data mining; data research and reporting; and data organization in the Foundation’s development database (FIMS)
  • – Gift entry; maintaining digital record of tax receipts and gift acknowledgment letters
  • – Generate mailing lists, including specific, targeted mailing lists such as prospect and advisor mailings, publication (newsletter and annual report) mailings, and solicitation mailings as needed; supports all mailing and distribution activities
  • – Research and produce accurate and timely internal database reports as needed for various functions of the Foundation
  • – Enter, compile and analyze constituent data
  • – Assemble and maintain constituent records in Foundation database in accordance with protocols for data integrity
  • – Assist in database “clean up” efforts; assist in creating and implementing appropriate protocols for data entry and ensuring that information entered into and contained within Foundation database is accurate, current and usable
  • – Recommend process improvements that meet service levels and standards of excellence expected by constituents
  • – Responsible for constituent profile maintenance in FIMS


  1. Office Management
  • – Reception duties – opens the office each day on time; daily mail receipt and processing; answering the phone, messaging, greeting customers
  • – Inventory and order supplies for office including general office and kitchen supplies and catering supplies for CFSI and cleaning supplies for 4100 Charlestown
  • – Office equipment maintenance; acts as trouble-shooter and liaison with equipment vendors
  • – Serve as building management liaison for tenants of 4100 Charlestown; maintains conference room schedule for 4100 building and coordinates cleaning services and special cleaning projects
  • – Other duties as assigned by President & CEO


  1. Administrative Support
  • – Provide and ensure the highest level of customer service for all constituents of the Foundation
  • – Provide oversight of fund files in hard and digital version; maintain accurate information digitally and in hard files; and maintain records of donor contact and follow up in database, including digital records
  • – Maintain and ensure digital and hard file creation for all new funds
  • – Team-oriented approach to problem solving and fulfillment of duties
  • – Coordinate mailings
  • – Review newspapers daily for information about people related to the Foundation; make appropriate entries in FIMS or notify appropriate staff
  • – Coordinate board and committee meeting and room scheduling, set up and clean up for meetings as needed, board and committee mailings (including email) and meeting pre-mailings, including uploading board and committee materials to secure web portal; maintain and update board binders (including electronically),; produce timely and accurate minutes of board and Executive Committee meetings and other committee meetings as required
  • – Provide registration and reservation assistance for CFSI-related events and functions; produce all handouts or event materials, etc.; reserve and coordinate venue and catering as needed; assist at events as required
  • – Log all gifts; reconcile deposits; process all program and operating payables for CFSI and its supporting organizations
  • – Coordinate conference registrations and travel arrangements for staff as requested
  • – Website administration and update
  • – Monitor, update, and create content for Foundation and YPC social media
  • – Assist as needed in Grants and Scholarships administration
  • – Produce “Amazon style” grant confirmation letters for donor advised funds
  • – Review and score Assist Grant applications one quarter per year
  • – Serve as CEO’s administrative assistant


Qualifications and Experience

  • Education: Bachelor’s or associate degree preferred but not required. Skills and experience may substitute if appropriate. Database management experience is preferred (may have been combined with other duties).


  • Experience: Demonstrated database management experience and competency with data entry, manipulation of data to create reports, mailing lists, segmentation of constituents, etc. Specific FIMS experience is preferred but not required, although successful candidate will receive training in FIMS and will be expected to be proficient in FIMS within a relatively short period.


Some office management experience is preferred – including records maintenance, equipment operation, purchasing and inventory experience, as well as basic administrative skills.

Experience in working with and dealing with a “high profile” Board and its committees, as well as donors, etc. to nonprofit organizations is a plus.


  • Skills: Demonstrated ability to manage and track multiple simultaneous projects successfully. Must be able to balance daily work load with interruptions and distractions that are part of the reception environment.


Above average proficiency in computer skills, particularly Microsoft Office (specifically Excel, Outlook and Word) and working knowledge of Quickbooks required.


Desired Qualifications:

  • – Professionalism in manner and appearance; in person and on the phone; patience, tact, cheerful disposition and enthusiasm
  • – Self-starter, ability to work with minimal supervision and to work well as part of a team
  • – Ability to follow tasks through to completion and within the timelines set for each project/task required;
  • – Able to multi-task, meet deadlines with accuracy and attention to detail
  • – Knowledge of regional community
  • – Excellent written and verbal skills, outstanding interpersonal skills
  • – Sound judgment with the highest ethical standards
  • – Commitment to quality work, continuous improvement and accountability; strong organizational skills and attention to detail and accuracy
  • – Welcomes organizational growth and change; a commitment to the mission and values of the Foundation
  • – Ability to maintain utmost confidentiality of sensitive donor and prospect personal, financial and business information


Physical Requirements

This position may require the ability to lift objects of at least 10 pounds in weight. Job duties require approximately 80% sitting/typing and 20% standing/walking. Physical requirements will vary depending upon the specific duties to be accomplished.



This position is a full time, hourly, non-exempt, administrative staff assignment. Hourly compensation will be commensurate with skill level and experience.

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor.  Requirements are representative of minimum level of knowledge, skills and/or abilities or aptitudes to perform each duty proficiently.



Please direct resumes by September 30, 2017 to:

Ms. Melany Wessels

Senior Director of Finance and Operations


By mail:

Community Foundation of Southern Indiana

4108 Charlestown Road

New Albany, IN 47150


Or by email: