Administrative Assistant – Part-Time

Position Hours of Work

30 hours  

Community Foundation of North Central Massachusetts

Position Summary

The Administrative Assistant supports the Sr. Directors of the Community Foundation of North Central Massachusetts and the applicable committees.  Greets visitors, handles phone calls and emails from donors and other constituents, and performs other clerical duties.


Core Competencies

Ability to deliver excellent customer service, work as part of a team, analyze, think critically, and explain clearly the work of CFNCM. Excellent English grammar in writing and speaking; strong database management skills; computer literacy including Microsoft Word, Excel, and Outlook.


Essential Duties

Provide general administrative support to the Grants Manager and Vice President, Development & Donor Services

      Answering telephone and greeting visitors

      Assisting donors and other constituents in all categories of CFNCM services

      Preparing written correspondence

      Preparing bulk, email and in house mailings

      Maintaining accurate, up-to-date information in FIMS database software

      Assist in CFNCM committee meeting coordination

      Assist in preparation of packets for prospects for the Vice President, Development & Donor Services and others.


Donor & Gift Management

      Generating gift acknowledgements and reports (utilizing FIMS* and Word mail merge processes)

      Maintaining accurate, up-to-date donor and gift information in FIMS*

      Continuous improvement in effective and efficient use of FIMS* software and in generating acknowledgments and reports






* = FIMS is our Database Program



Assist with grant and scholarship program, including

      Using approved processes and policies, processing of grant applications and scholarship procedures

      Communicating with scholarship applicants from receipt to final disposition of application

      Post-scholarship award communication with school counselors and others

      Preparation of scholarship recipient packets for awards events

      Assist with continuous improvement of scholarship programs


Performs other duties that may be assigned from time to time

      Genuinely warm, friendly, and helpful manner that makes everyone contacting the Community Foundation feel welcomed, valued, respected, and appreciated

      Communicates in a pleasant, positive manner in person, by e-mail, and on the telephone

      Ability to read, write, and speak English fluently, including excellent grammar

      Ability to work as part of a team and independently

      Ability to analyze, think critically, and explain clearly

      Detail oriented; ability to do careful, precise work

      Strong level of personal and professional integrity and ethics, including the ability to follow through with tasks, to prepare accurate and timely reports

      Ability to meet deadlines; self-disciplined, self-starting, ability to work without supervision

      Good organizational skills and project management skills

      Successful experience with database and accounting software data entry and overall management

      Ability to use or willingness to learn efficient, effective use of Foundation Information Management System (FIMS) software

      Experience and knowledge of word processing and spreadsheet applications (preferably Microsoft Office) and experience with general office equipment (e.g. fax, photocopier, etc.)

      Any other tasks that are need to accomplish the goals of the Community Foundation and be a valuable part of a team


649 John Fitch Hwy
Fitchburg, MA 01420


Phone: 978-345-8383
Fax: 978-345-1459
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