Administrative Assistant

Texas Methodist Foundation (TMF) Purpose and Vision

For 85 years, the Texas Methodist Foundation (TMF) has supported churches and ministries across Texas and New Mexico to find bold solutions to achieve their God-inspired potential. Headquartered in Austin, Texas, TMF offers expert financial counsel on financing church growth and new ministries and is a trusted partner for investing church assets and endowments. We support connecting leaders in brave conversations that create enduring relationships of courage, learning, and innovation to empower the church to stand to its full height and witness. Through our Learning and Innovation ministry, TMF ignites the imagination of church leaders, emboldening them to ask new questions and seek new ways to strengthen the vital role the church serves in the world. Learning and Innovation blends design and innovation processes with deep faith traditions to inspire and equip leaders for a changing spiritual and religious landscape. We bring leaders from diverse traditions and perspectives together to support congregations in building the resources and capabilities they need for thriving. With over $700 million in assets under management, TMF is one of the largest Methodist foundations in the United States with a staff of approximately 50 persons.

Position and Duties

Under the direction of the Chief Philanthropy Officer and AVP of Trust and Endowment Administration, the Administrative Assistant is responsible for general support, timely and accurate constituent and gift entry, the prompt acknowledgment of all donations, managing the Donor Advised Fund grant process, and providing support for the reporting and payment to beneficiaries. Additionally, the Administrative Assistant supports the work of other departments throughout the Foundation.

ESSENTIAL FUNCTIONS

Perform gift and constituent data entry into Salesforce

Provide phone and email support for donor questions and requests

Maintain expense reports for Philanthropy

Enter all gift and royalty payments into the accounting system

Scan and save current and planned gift source documents to Laserfiche

Prepare and coordinate document preparation and execution of controlling documents for gifts of all types

Prepare life-income charitable gift illustrations for donors (currently PG Calc)

Create, edit, mail, and scan all gift acknowledgments

Manage donor-advised fund request and distribution process

Preparation and mail monthly statements with guidance from AVP Trust & Endowment Administration

Track, maintain, process and scan tax payments of special assets (oil royalty and property)

Attend and provide support for special events, including follow-up

Prepare and mail birthday and sympathy cards

Support Philanthropy programming with churches and nonprofits

COMPETENCY

Strong verbal and written communication skills

High level of accuracy and excellent attention to detail

Manage an organized, efficient and effective filing system

Ability to meet deadlines

Excellent time management skills

Understand basic accounting principals

Team oriented

SUPERVISORY RESPONSIBILITIES

None

WORK ENVIRONMENT/ PHYSICAL DEMANDS

This position requires sitting for long periods of time, as well as some bending and stooping when working with files or office equipment. This position does have some limited lifting involved but not more than 20 pounds at a time. Quite a bit of finger and hand dexterity is involved regarding typing and filing. The overall setting of the job is in an area conducive to a normal office environment with minimal exposure to adverse conditions.

POSITION TYPE AND EXPECTED HOURS OF WORK

Full-time

Flexible work schedule may need to adjust to business requirements. The position is eligible for a Hybrid Work schedule after the introductory period.

60% in office per week minimum.

TRAVEL

Occasional travel may be required. Less than 10%

REQUIRED EDUCATION AND EXPERIENCE

Two years experience in development or client cultivation/relationship

Proficient with Office 365

Notary Public Or the ability to secure within the first six months

PREFERRED EDUCATION AND EXPERIENCE

Bachelor’s Degree

Salesforce