Program Coordinator

Sheffield, MA
Application Deadline: 
Friday, September 30, 2022
Employment Type: 
Job Type: 

Position Overview

The Program Coordinator supports the work of both the Program Team and the Operations Team at Berkshire Taconic.  This role is responsible for administration of non-financial transactions (grant, gift, and scholarship processing, etc.), database maintenance, assistance in coordination of volunteer committee meetings, and support for grant and scholarship applicants.  The position provides administrative support to Program Department staff, as needed, and contributes to the improvement and documentation of Operational processes and procedures.  The Program Coordinator is allocated to the Program Team 50% and to the Operations Team 50% and reports to both the Program Director and the Operations Director.

The person in this full-time, office-based role will be working in a fast-paced and learning-based environment. The ideal candidate has strong attention to detail and accuracy, is able to be flexible and proactive, and is willing to have responsibilities evolve over time.  In return, this position provides an opportunity to build knowledge of and skills in philanthropy, program development, and database operations.  As part of the Berkshire Taconic team, the Program Coordinator is expected to work collaboratively with other members of the team and the organization, to provide courteous and responsive communication to our staff, constituents, volunteers, and applicants, and to support the Foundation’s commitment to equity, inclusion, and respect

Position Outcomes

The successful Program Coordinator will achieve the following outcomes, in collaboration with other staff:

  • Efficient and accurate processing of grants, gifts, and other non-financial transactions.
  • Effective and efficient advisory volunteer committee meeting coordination through scheduling, collection, and distribution of meeting materials, and providing logistical support for in-office meetings.
  • Maintenance of the Foundation’s database to sustain accurate and up to date constituent, transactional, vendor and committee data to support the Foundation’s processing and reporting needs
  • Collaboration with team members and staff for the ongoing improvement of the Foundation’s processes and procedures.
  • Contributing to and being a key partner in establishing strengthened relationships with the Foundation’s constituents through timely and effective communications

Key Responsibilities – Program Department Team (50%)

Volunteer Committee Support

  • Schedule in-person or virtual meetings
  • Provide support to Grants Associate in preparing grant applications for staff and committee review
  • Send meeting materials to committees as provided by staff leads
  • Greet and provide hospitality to in-person meeting participants

Interaction with constituents

  • Respond to routine inquiries or refer questions to other team members

Program staff administrative support

  • Support the Program Director in monitoring annual activities for field of interest and designated funds
  • Assist on an as-needed basis with communications, scheduling, grant contracts and meeting preparation, and project support.

Key Responsibilities – Operations Team (50%)

Weekly transaction processing

  • Process transactions: gifts, grants and scholarships, profiles, funds, campaigns, and opportunities.
    • Gather all necessary information and documentation for transaction processing
    • Create and/or update data within the Foundation software (CSuite, GLM, SLM)
    • Validate accuracy of data and transaction entry
  • Edit and process correspondence or fundholder requests
    • Generate, edit and prepare correspondence for mailing
    • Respond to fundholder requests
  • Maintain the grant and scholarship lifecycle management systems (GLM and SLM)
    • In collaboration with the Grants Associate, create and update online applications, record grant decisions and communicate to grant applicants.
    • Monitor and reconcile grant payments to identify any unexpended grant amounts

Maintain Foundation database

  • Create new and update existing customer records, gift, grant and scholarship records, committee records, and perform regular reviews of the data to maintain the quality of the database
  • Identify, document, and maintain best practices for data management within the Foundation

Report creation and maintenance

  • Create and maintain database reports to support Foundation reporting and communication needs

Contribute to Process Improvements

  • Review and analyze existing organizational processes and procedures
  • Identify and document and communicate improved processes and procedures to staff


The successful candidate will possess and have demonstrated in previous roles the following attributes and skills:


  • Effective communication skills, including active listening, speaking, and writing
  • Great customer service and interpersonal skills
  • The ability to work as a team player: collaborative, supportive, respectful, helpful, polite, and possess a sense of humor
  • Action-oriented and proactive problem solver
  • Strong attention to detail and accuracy.  
  • Highly organized to manage multiple priorities and deadlines in a fast-paced environment
  • Maintains high professional standards
  • Ability to maintain confidentiality


  • Computer skills, proficient with Microsoft Office products, including Excel, Word, PowerPoint, Outlook, Teams
  • Proficiency with databases and reports or strong willingness to learn
  • Grant making and/or non-profit experience is preferred
  • Experience with CRM databases preferred
  • Strong verbal and written communication skills
  • Committed to ongoing professional development
  • BA/BS degree preferred (AA degree with professional experience will be considered)

How to Apply

Please submit resume and cover letter to Brenda Trierweiler at