Open Positions

Office Administrator

Truman Heartland Community Foundation  

Job Classification: Full-Time

Announcement Posted: March 10, 2025

Job Description
 
The office administrator is responsible for managing office operations including:

• Maintaining and ordering appropriate levels of supplies and postage.
• Maintaining office equipment.
• Procuring appropriate approvals for operational purchases.
• Inputting requests and payments accurately on a timely basis in accounting software.
• Processing monthly expense reimbursement requests for staff.
• Assisting in creating and maintaining fund files.
• Processing grants on a weekly basis from charitable funds.
• Organizing disposal of records for shredding and recycling based on appropriate document retention procedures.

 
The office administrator is responsible for receiving, opening, and distributing mail, and processing donations.  This includes:

• Preparing checks received to be deposited on a timely basis.
• Recording all deposit activity in accounting software on a timely basis, including credit card and ACH deposits.
• Preparing appropriate acknowledgment letters for all donations.

 
The office administrator provides support to the board of directors by:

• Preparing agendas, corporate resolutions, and board packets for board meetings.
• Scheduling the meeting locations and setting up for the Board and Executive Board.
• Taking minutes of board meetings and preparing minutes for staff approval.
• Maintaining and updating organization calendars.
• Managing and maintaining all corporate files for committees and board up to date.
• Preparing agendas and packets for our 4 Advisory Boards.

 
The office administrator is responsible for providing excellent customer service, including:

• Making all visitors feel welcome.
• Serving as the primary person responsible for answering the phone, directing calls, and taking messages.
• Answering, investigating, and/or responding to phone calls/e-mail inquiries and requests.

 
The office administrator is a key part of the special event coordination team, including:

• Timely coordination of reservations for events.
• Providing support for registration at events.
• Providing name badges for events as appropriate.
• Tracking of sponsorships, names, and collections related to events.

 
The office administrator assists the CEO and advancement team by proactively contacting prospects, current donors, or professional advisors and coordinating calendars for appointments.
 
The office administrator is responsible for efficient production of correspondence for the CEO and such other communications as required.
 
The office administrator will be a part of a dedicated, professional staff that work well as a team with a significant degree of independence to improve the efficiency of operations and services provided.
 
Qualifications:

• Strong organizational skills: Ability to prioritize tasks and manage multiple projects simultaneously. 
• Excellent communication skills: Effective verbal and written communication to interact with staff, clients, and vendors. 
• Attention to detail: Accuracy in managing data and completing tasks. 
• Proficiency in office software: Microsoft Office Suite (Word and Excel), email management systems, Foundant C-Suite software a plus.
• Interpersonal skills: Ability to build positive relationships and work effectively with others. 
• Must be able to lift 50 pounds.

 
Experience:  3 or more years of experience working in office administration is preferred.
 
Compensation/Benefits: Compensation will be $24-$27 per hour based on experience.  Paid overtime is sometimes required. Benefits will include 11 paid holidays, paid time off, health, dental, vision and life insurance, and 401k match.
 
How to apply: Please send cover letter and resume to Bridget Stoppelman, Chief Financial Officer, at stoppelman@thcf.org. Only email applications will be accepted. No phone calls please.

About Truman Heartland Community Foundation:
Truman Heartland Community Foundation is a public charity committed to improving area communities by promoting and serving private giving for the public good. Founded in 1982, THCF serves the region with more than $100 million in charitable assets and annual grants surpassing $9 million. THCF serves individuals who, through their private giving, wish to support the public good and help them do it in the most tax-wise and effective manner. Through the Community Foundation, donors can set up their own family foundations, scholarship funds, field of interest funds, endowment funds, charitable gift annuities and many other charitable vehicles which utilize shared resources of the foundation to maximize the impact of their philanthropic dollars. In addition to donor services, the Community Foundation provides asset development for nonprofit organizations, gives grants to nonprofits, assists organizations in planned giving and serves as a leader in addressing community issues. 

Job Type: Full Time

Salary Range: $50,000 - 74,999