Philanthropy Associate

POSITION OVERVIEW: Tolleson Wealth Management Philanthropy Services partners with private family foundations and donor‑advised funds to guide philanthropic strategy and manage execution across gift structure, grant processing, operations, governance, and philanthropic investment. The Philanthropy Services team is seeking a Philanthropy Associate who will deliver exceptional client service and support the day‑to‑day administration of philanthropic relationships.

DUTIES and RESPONSIBILITIES:

• Administrative Support
  • Work closely with team members on a day-to-day basis, to assist with the handling of administrative details while maintaining the workflow within the department
  • Provide support to Philanthropy Services team including, but not limited to, calendar management and coordination of meetings
  • Maintain and organize client files and records, including opening/scanning of mail, filing documents in Box.com and updating CRM, as needed
• Client Service Support
  • Assist in preparing client presentations, meeting materials, and customized reports, as needed
  • Produce charitable receipt letters for client contributions to private foundations
  • Administer wires/ACH payments as needed for private foundations
• Private Foundation Grantmaking Administration
  • Confirm grant applicant legal status and appropriate grant structure of potential grantees
  • Invite applications for funding on behalf of the program staff, communicating all necessary requirements and deadlines to the applicant
  • Receive, file and review all grant applications for completeness and adherence to legal requirements and internal grantmaking guidelines, including conducting due diligence reviews of applicants' organizational and financial capacity
  • Prepare grant request summaries and analysis of grant applications
  • Manage communication with grantees regarding grant materials: missing application items, budget issues, etc., as well as answering questions about the application/grant making process
  • Process grant payments: enter payment requests, draft grant award letters and email/mail grant award packages and update grants management system
  • Continually monitor and update the grants management software to ensure the information is up to date
  • Send decline notification letters, as appropriate
• Donor-Advised Fund Administration
  • Process opening account paperwork for donor-advised funds
  • Process donor-advised fund grant recommendations
  • Facilitate the transfer process for transfers for money movement for grants, administrative fees and investments
  • Send quarterly performance reports for donor-advised fund investment accounts to National Philanthropic Trust
  • Assist with special projects (including internal training preparation) or other tasks as assigned
• Other duties as assigned by management

MINIMUM POSITION REQUIREMENTS:

• Highest level of administrative and organizational skills is essential
• Strong ability to communicate clearly and effectively in both written and verbal formats
• Extensive background in use of Windows and Microsoft based products
• Ability to maintain strict confidentiality in dealing with client matters
• Ability to "multi-task", manage several projects at one time, and follow through to completion
• Ability to be proactive and anticipate issues and problems and work quickly and proactively to solve them
• Willingness to learn, expand responsibility
• Desire to work in a rapidly growing business with an extremely high degree of customer service expectations
• General knowledge and understanding of nonprofit industry is preferred
• Must consent to and have favorable consumer report and background check

OTHER ESSENTIAL CANDIDATE TRAITS:

• Knowledge of the Dallas and larger region philanthropic community
• Grants management software experience