Job Description
Job description
JobID:
14166 Position Type:
Clerical Date Posted:
5/27/2026 Location:
Crouse Education Center Date Available:
07/2026 Closing Date:
06/15/2026 The Indian Prairie Educational Foundation is a non-profit community organization created to promote and enhance excellence in education for the students of Indian Prairie School District 204 through enrichment of its programs. More information about the foundation can be found here: . This position is designed to provide administrative assistance to the Executive Director regarding day-to-day financial transactions and procedures, donor outreach and management, and fundraising. The role consists of delegated responsibilities determined by the Executive Director. This is a part-time 12-hour-a-week position. Responsibilities:
Provide administrative support to the Executive Director and assist with priorities set by the Executive Director Manage donor communications, including mass email campaigns, acknowledgment letters, and thank-you correspondence Solicit individual, foundation and corporate donors. Assist treasurer with day-to-day financial operations, including bank reconciliation, transaction entry, account monitoring, and Quickbooks management Process invoices, deposits, credit card transactions, and check requests Generate invoices from the Foundation for partner programs and sponsorships Maintain and update donor database and fundraising software Assist with coordination of major fundraisers and events Assist with coordination, correspondence, and record keeping of programming, including awards, teacher grants, memorial donations, and scholarships Track and manage Employee Giving Program Assist with volunteer coordination and engagement as needed Raise with staff, parents, and the community awareness of the Foundation. Coordinate, cultivate and maintain a working relationship with the Indian Prairie District 204 to accomplish the Foundation's mission and objectives. Procedures:
Administrative & Executive Support Maintain a running priority list in coordination with the Executive Director; review and update weekly. Prepare documents, reports, and correspondence as requested, ensuring accuracy and alignment with organizational messaging. Manage calendars, deadlines, and follow-ups related to development activities and financial processes. Serve as a liaison on delegated tasks, ensuring timely communication and completion. Donor Communication & Stewardship Execute mass email campaigns using the Foundation's communication platform, ensuring segmentation and accuracy of recipient lists. Draft, personalize, and distribute acknowledgment letters and thank-you correspondence Maintain a consistent donor stewardship cycle, including gift acknowledgment, impact updates, and ongoing engagement touchpoints. Track all donor interactions in the donor database to ensure continuity and relationship management. Fundraising & Donor Solicitation Support identification, research, and outreach to individual, corporate, and foundation donors. Assist in preparing solicitation materials, proposals, and sponsorship packages. Track outreach efforts, responses, and outcomes to inform future fundraising strategies. Coordinate follow-ups and stewardship activities post-solicitation. Financial Operations Enter all financial transactions into accounting software (e.g., QuickBooks) in a timely and accurate manner. Assist the Treasurer with monthly bank reconciliations by preparing reports and identifying discrepancies. Monitor account balances and flag any irregularities or concerns to the Treasurer and Executive Director. Maintain organized digital and physical financial records in compliance with audit standards. Accounts Payable & Receivable Process invoices, check requests, and credit card transactions, ensuring proper documentation and approvals. Prepare and execute bank deposits, including checks and online contributions. Generate and distribute invoices for sponsorships, partnerships, and program-related revenue. Track outstanding invoices and follow up on payments as needed. Database & Systems Management Maintain and regularly update the donor database and fundraising platforms to ensure data accuracy and completeness. Run routine data audits to eliminate duplicates and correct errors. Ensure proper data entry protocols and confidentiality standards are followed. Event & Fundraiser Coordination Support planning and execution of fundraising events, including logistics, communications, sponsorship tracking, and volunteer coordination. Maintain event timelines, task lists, and vendor communications. Assist with registration management, attendee tracking, and post-event follow-up. Compile post-event reports including financial outcomes and participant feedback. Program Administration Coordinate application, review, and award processes for grants, scholarships, and recognition programs. Manage correspondence with applicants, recipients, and stakeholders. Maintain accurate records of all program participants and outcomes. Track and document memorial donations and designated gifts. Employee Giving Program Track participation, pledges, and contributions within the Employee Giving Program. Coordinate communications and promotional efforts to increase participation. Provide regular reporting on program performance and engagement levels. Community Outreach & Awareness Support initiatives that increase awareness of the Foundation among staff, parents, and the broader community. Assist in distributing marketing and communication materials. Represent the Foundation at events and engagements as needed. District Partnership Maintain regular communication with staff within Indian Prairie School District 204. Coordinate collaborative efforts that align with Foundation programs and funding priorities. Ensure all activities support and reflect the Foundation's mission and partnership goals. Qualifications:
Bachelor's degree in nonprofit management, business administration, finance, communications, or a related field (or equivalent experience). 35 years of experience in nonprofit development, fundraising, finance, or administrative operations. Demonstrated experience managing donor communications, including email campaigns, acknowledgments, and stewardship. Proficiency with donor database/CRM systems and email marketing platforms. Working knowledge of financial processes, including data entry, invoicing, and account reconciliation; experience with QuickBooks or similar software preferred. Strong written and verbal communication skills with the ability to tailor messaging for donors, sponsors, and community stakeholders. High attention to detail and accuracy, particularly in financial tracking and database management. Proven ability to manage multiple projects, prioritize tasks, and meet deadlines with minimal supervision. Experience supporting fundraising campaigns, sponsorships, or donor solicitation efforts. Experience coordinating events, volunteers, and program logistics. Ability to analyze basic data and generate reports on fundraising, donor activity, and financial trends. Strong interpersonal skills with the ability to build and maintain relationships with donors, volunteers, and partners. Ability to handle confidential financial and donor information with discretion and integrity. Familiarity with K12 education or nonprofit organizations preferred. Rate of pay : The rate of pay is $23 per hour. Selection Procedure :
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