Description

The Finance & Programs Coordinator plays a central role in supporting the Foundation’s core operations, including gift processing, grantmaking, and internal coordination. The position provides high-quality administrative and operational support to both the Finance and Programs teams, helping ensure accuracy, timeliness, and an excellent experience for Foundation constituents and community partners. The ideal candidate is highly organized, detail-oriented, and dependable, with strong interpersonal and communication skills, and knowledgeable with spreadsheets and data management.

Requirements

Administrative and Organizational Support:

Coordinate scheduling, meeting logistics, and administrative support for the Vice President for Finance and Vice President for Programs, including the filing of action reports, document management, scanning, and filing.
Prepare agendas, materials, and take minutes for Finance and Program committee meetings.
Maintain and track annual compliance items, including conflict of interest forms and related documentation for staff and volunteers.
Maintain accurate and organized digital and physical records across the Finance and Programs departments, and the organization.
Enter and manage data within the Foundation’s database and other systems.
Serve as backup for reception and main phone line coverage as needed.
Assist with internal meetings and events, including room setup and coordination.
Act as a notary public (or obtain licensure upon hire).
Support cross-functional projects and organizational initiatives as assigned.
 

Finance Team Support:

Scan inbound gifts and coordinate donor-initiated fundraising donation processes with a high degree of accuracy and timeliness.
Prepare and mail weekly grant and accounts payable checks and acknowledgement letters.
Maintain electronic records by scanning supporting documentation to transactions in the database.

Provide support for the annual audit process including the preparation of documentation and coordination with the auditors.

Assist with annual signatory updates and related financial documentation processes.
Provide backup support for gift entry, accounts payable, and mail processing.
 

Programs Team Support:

        Support the processing and tracking of donor-advised and discretionary grants.

        Maintain accurate grant records, including agreements and other related documentation.

        Conduct research and due diligence related to the grantmaking process.

        Provide proofreading and administrative support for program-related communications and publications (e.g., Arts DuPage materials). 

Serve as the point of contact for select program logistics, including event preparation and coordination (e.g., Bright & Early Parent Advocate trainings).
Provide backup support for the weekly grant process and other key Programs functions.

Qualifications and Experience:

        Bachelor’s degree or other post-secondary education preferred with three or more years of related experience supporting senior leaders or teams in a fast-paced environment.

        Strong organizational skills with exceptional attention to detail and accuracy.

        A demonstrated ability to manage multiple priorities under pressure and follow projects through to successful completion.

        Outstanding verbal and written communication skills.

        Proficient with Microsoft Word, Excel, PowerPoint, Outlook, and database management systems; ability to learn new technology and tools quickly.

        Professional, collaborative demeanor with strong interpersonal and problem-solving skills.

        Ability to handle confidential information with discretion and exercise sound judgment. 

        Demonstrated ability to build effective, trusted relationships internally and with key stakeholders.

        A genuine passion for helping people and our shared community. 

To Apply: Email a PDF resume and cover letter with the subject line “Finance & Programs Coordinator” at [email protected]. All applications will be considered under the strictest of confidence. 

No calls please.

Hiring Policy: DuPage Foundation considers applicants for all positions without regard to gender, race, color, religion, age, national origin, ancestry, disability, political affiliation, marital status, sexual orientation, pregnancy, or any other legally protected status.

The DuPage Community Foundation d/b/a DuPage Foundation raises the quality of life throughout DuPage County by fostering philanthropy, connecting donors to area needs, and building community partnerships.