Part-Time Administrator
2 weeks ago
Hours:
16 hours/week, over 3 days (Ideal start date mid January 2025)
Reports to:
Global Foundation Operations Manager
Key responsibilities:
· Receive and process donations (received by cheque, wire, online, stock or property); ensuring the correct donor name and details are recorded on Beacon, it is allocated to the relevant fundholder, and fundholder notifications and donor receipts are sent accordingly
· Monthly upload of data from sub-stripe accounts to relevant Foundation Beacon accounts
· Conduct due diligence on donors in line with the Foundations’ Know Your Donor policies and using the in-house KYD software
· Perform due diligence checks on fundholder banking details and ensure banking details have been added to Beacon
· Run and send regular and ad-hoc reports to fundholders and internal stakeholders
· Send declarations as to Annual use of Funds to Fundholders requesting additional information when required and moving or removing funds on suspended status based upon receipt and ED approval
· Answer administrative/process queries from fundholders and donors
· Forward more in-depth queries on to specialist staff as appropriate
· Quarterly preparation of fundholder status reports for the foundation board meetings
· Ensure grants awarded by the foundations are acknowledged appropriately
· Organise supporting materials for regulatory filings.
· Maintain US Foundation presence on third party platforms such as GuideStar, Benevity, cybergrants etc
· Maintain data and files in Beacon, Zoho and ShareFile as necessary
· Engage with social media and other marketing as required
The above is not an exhaustive list and there may be other ad hoc duties required as and when.
Key skills and competencies:
· Excellent attention to detail
· Experience with CRM systems
· Ongoing interest and engagement with the worldwide Charity Sector
· Exceptional self-motivation, with the ability to learn quickly and take on tasks outside of skill set
· Strong organisational and well-developed communication skills,
· Demonstrated ability to build effective working relationships with internal departments, including Finance and IT
· Excellent ability to prioritise workloads and keep stakeholders informed
· Excellent ability to work independently with remote oversight and under pressure and to set own priorities as appropriate and a capacity to meet deadlines
· Proven ability to work as part of a global team; occasional communications outside of regular office hours maybe required due to co-ordination across time zones
Key relationships:
Global Foundation Operations Manager
Foundation Executive Directors
Global Foundation Accountant
Policies and procedures:
You must comply at all times with Chapel & York’s rules, policies, and procedures. They do not form part of your contract. We may review, revise, amend or replace their content and introduce new rules, policies and/or procedures at any time. You will be notified in advance of any changes.
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