Philanthropic Services Associate

Oregon Community Foundation | Portland, OR

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Posted Date 4/02/2024

Oregon Community Foundation

Philanthropic Services Associate

Location: Portland, Oregon

Application Deadline: 04/22/2024


Oregon Community Foundation (OCF) was founded in 1973 with a big mission: to improve the lives of all Oregonians through the power of philanthropy. In partnership with donors and volunteers, OCF works to strengthen communities in every county in Oregon through research, grantmaking and scholarships. In 2023, OCF distributed more than $200 million in grants and scholarships. Individuals, families, businesses and organizations can work with OCF to create charitable funds to support causes important to them.

OCF is an Equal Opportunity Employer with five offices throughout Oregon in Bend, Eugene, Medford, Portland and Salem. Come join our team. To learn more, please visit:

Primary Purpose:

The Philanthropic Services Associate supports administrative operations for the Philanthropic Services Department (PSD) teams and staff. The Associate is responsible for supporting both the day-to-day activities and broader strategic goals of the statewide team.

OCF employees are currently expected to work a minimum of three days in the office. During the initial training period, this position may work more frequently in the office..

Essential Duties and Responsibilities

A. Team Support - Percentage of Time: 30%

  • In coordination with the Director of Giving Strategies and Administrative Manager, maintain statewide PSD processes in support of the department’s activities, including collaborating with PSD Directors and senior staff to plan and prioritize projects and schedule events.
  • Collaborate with the PSD team in performing duties that advance their work with prospects, donors, fund advisors, and legal and financial professionals.
  • Handle logistics for key in-person and virtual meetings including scheduling, room set-up and clean-up, catering, signage, and technology needs.
  • Assist in carrying out prospect and stewardship activities such as donor mailings, including bi-annual grant recommendations mailing/fund agreements/fund updates/annual reports and fund statements.
  • Monitor and share relevant PSD news with team and occasionally liaise with other departments.
  • Work with Administrative Manager, the Regional Office Associate Team and other administrative staff to organize and support statewide goals and workflow.
  • Serve as backup for other related positions and duties within the department, as needed.
  • Participate as part of a team of individuals providing front desk coverage in the Portland office.
  • Other duties and special projects as assigned.

B. Database Support - Percentage of Time: 35%

  • In coordination with the Philanthropic Services Business Analyst, collaborate with the Regional Office Associate Team to ensure data policies and procedures are understood and accurately implemented.
  • Perform data entry and list generation process (i.e., complex invitation and mailing lists and donor contact lists for relationship managers).
  • Manage and maintain data entry and records for prospects, donors and fund advisors, and professional advisors in a timely and accurate manner.
  • Develop guidelines and work instructions in collaboration with PSD branches and cross-departmental teams to ensure work processes result in lists needed for activities such as event invitations and projects like the donor advised fund packets. Run processes to test changes to reports to ensure quality assurance.
  • Generate reporting updates for departmental and organization-wide used reports.
  • Participate in the department-wide ticketing system to help fulfill requests related to updating the database, creating reports, filing electronic documents, creating donor lists, coordination of RFP and special grants programs, among other tasks.
  • Conduct prospect and donor research and compile briefing reports and background summaries as requested to support the work of Philanthropic Advisors, Donor Relations Officers, and OCF leadership.
  • Assist with donor research requirements, including nonprofit organization research, and tracking potential donors.
  • Provide individual database support, serving as a resource for staff.
  • Provide accurate data entry and quality control as it relates to individual, account and organizational records. In coordination with the Business Analyst, participate in developing strategies for holistic data management that benefit the work of the PSD.
  • Coordinate database audit activities, which include audit planning, documentation, and reporting.
  • Ensure continued improvement of data entry procedures for data integrity providing guidance and feedback to the department about data strategy.
  • Generate reports and manipulate data into usable, actionable information for items such as outreach, event invitation lists and name tags, donor portfolios, and donor stewardship and grantmaking; respond to inquiries regarding entered data as requested.

C. Community Engagement and Events - Percentage of Time: 35%

  • Coordinate, in collaboration with staff lead and administrative team, planning and execution of donor events. This may include annual outreach planning, scheduling, planning timelines, venue and vendor coordination, invitations, on-site support, and post-event follow-up.
  • Create and maintain event records in database; track and manage data related to event invitations, RSVPs and attendance.
  • Oversee data clean-up related to events; ensure records and transactions originating from or impacted by PSD events are accurate.
  • Work requires the ability to work in close concert with staff event lead, as well as act independently when the staff lead is unavailable.
    1. Serve as key point person in PSD for information about events involving donors; responsible for liaising with other departments to coordinate events that may have donor impact.

Supervisory Responsibilities

  • No supervisory responsibilities

Marginal or Non-Essential Job Duties

  • None identified.

Required Cultural Values: In addition to the specific job requirements for each position, staff are expected to embody certain cultural values to support OCF’s mission: communicate effectively, value one another, demonstrate accountability, embrace possibilities, address conflict, and take action.

Studies have shown that women and people of color are less likely to apply for jobs unless they believe they meet every one of the qualifications as described in a job description. We are most interested in finding the best candidate for the job, and that candidate may be one who comes from a less traditional background. If you are interested in applying, we encourage you to think broadly about your background and qualifications for the role.

Required Experience and Education:

  • Four years’ progressively responsible experience in operations, administration, and event planning; volunteer management experience helpful.
  • Two years’ experience using constituent management software. Able to gather data and extract data to produce reports.
  • Two years’ customer service experience and a strong customer-oriented approach. Able to provide skillful, responsive, courteous service to both external and internal constituents.
  • Associate Degree; equivalent experience may be substituted in lieu of a degree.

Required Professional Competencies:

  • Knowledge of administrative procedures.
  • Proficiency in MS Windows, Outlook, Excel, Word, PowerPoint, Publisher and use of Internet.
  • Exceptional organizational skills. Demonstrably detail oriented, process-oriented, and accurate.
  • Work effectively and collaboratively with others to achieve effective outcomes.
  • Excellent time management skills. Able to prioritize conflicting needs, shift priorities, handle matters expeditiously and proactively, and follow through on projects to successful completion, often with strict deadlines.
  • Good analytical skills; able to think critically, understand and communicate the situation, and offer alternatives.
  • Demonstrated initiative, creativity, and experience working independently, proactively identifying or initiating ways to enhance a process, procedure, or outcome that benefits OCF.
  • Able to generate new ideas to improve processes and creatively solve problems.
  • Able to effectively and efficiently facilitate and co-facilitate team meetings with a group of seasoned staff.
  • Able to build a broad array of abilities and knowledge across internal departments and audiences.
  • Must be discerning and discreet.
  • Excellent oral and written communication skills.
  • Must be comfortable and competent interacting with the public, serving as a key resource to donors and other audiences, responding to questions and routing them appropriately.
  • Cultural agility skills necessary to work effectively with diverse people, teams, and communities.
  • Demonstrated commitment to equity, diversity, and inclusion.

Physical Demands and Working Conditions: This job is typically performed under very comfortable working conditions; any disagreeable elements are generally absent during normal performance of the job. Job duties are performed in an office setting or indoor meeting rooms with occasional outside or external events or trips. This position requires repetitive use of the keyboard and monitor, use of telephone and office equipment. Requires sitting or standing for long hours at a time. Requires frequent lifting or carrying up to 25lbs, occasionally lifting up to 60lbs, and frequent bending and stretching. Occasionally loads/unloads and stores supplies, moves meeting room furniture, etc.

The amount of effort typically applied and the frequency of application: (Whereas, the following refers to lifting, any equivalent effort may be substituted.)

Less than 1 pound – Effort applied more than 70% of time

Between 1 and 5 pounds – Effort applied more than 40-70% of time

Between 5 and 25 pounds – Effort applied 15-40% of time

Between 25 and 60 pounds – Effort applied less than 15% of time

The effort reflected above is typically applied when sitting and standing.

Travel - Percentage of Time: 0%

Travel is not typically required as part of job duties.

Safety: Support a safe work environment by performing work duties safely and according to procedures. This includes reporting all injuries, illnesses, or accidents sustained while working to your immediate supervisor as soon as possible after the occurrence or within 24 hours of the injury, illness, or accident, and reporting any accident involving OCF vehicles, equipment, or other property, regardless of the nature of the accident, to your immediate supervisor as soon as possible after the accident.

Attendance Requirements: Regular punctuality and attendance is required. Work hours outside of normal business hours are performed as needed. Work schedule usually does not fluctuate without prior notice.

Compensation and Benefits: This is a non-exempt, full-time position. The hiring range for this position is $23.58 to $26.73 per hour, DOE. Salary offers are determined in conjunction with an internal pay equity assessment. OCF’s regular workweek is 37.5 hours.

Our excellent benefit package includes generous paid time off, choice of medical and dental coverage, vision, outstanding 401k retirement plan, commuter and healthcare pre-tax savings accounts, employer-paid disability and life. Employees have access to an Employee Assistance Plan, paid volunteer leave, professional development opportunities, and much more!

To Apply: The Oregon Community Foundation is an Equal Opportunity Employer committed to equity, diversity, and inclusion. We strive to build a diverse workforce to promote effective work in partnership with all communities and population groups in Oregon. We welcome a diverse pool of qualified applicants.

To be considered for this position, please provide a cover letter addressing how you meet the requirements of this position and a copy of your most recent resume. Apply online at

Salary23.58 - 26.73 Hour
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Full Time
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Direct Employer
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