Job Description

The Once Upon a Time Foundation (“OUAT”) is a private foundation based in Fort Worth, Texas. OUAT currently has about $275 million in assets and has made contributions and commitments exceeding $100 million since 1998 in support of numerous entities and projects.

Be part of a dynamic foundation team that forms lasting partnerships with leading organizations locally and nationwide, supports transformational research in multiple medical fields, and instills the value of giving back in the next generation of leaders.

The In-Kind Donations Coordinator will work to administer the Foundation's In-Kind Donations program, coordinating donations of in-kind goods to nonprofit organizations across the DFW metroplex. The role entails a wide range of responsibilities, is dynamic and evolving, and involves coordination across a broad group of stakeholders including the Foundation’s funder and various community leaders.

The In-Kind Donations Coordinator will be joining a team of 6-7 people who are ultimately responsible for supporting the Funder of OUAT with the broader work of the Foundation. Standard office hours are Monday through Friday from 8am to 6pm. This is an in-office, full-time position for an average of 50 hours a week.

This role will, on occasion, include events in the evenings and/or on weekends. Flexibility in schedule is important.

Utilizing the items we had in stock in OUAT’s donations inventory, see a few examples below for ways the In-Kind Program has impacted the local community:

1. Donated clothing for women and teen girls to a nonprofit that allows their community to freely “shop” their donation inventory. This came at a great time as the weather started to get warmer and many of their community members do not have the money to purchase new clothing.
2. Donated tulle, that is normally expensive for nonprofits to purchase, for community arts and activities. The tulle was used during parent and child night for Easter gifts.

And then when it is clear a further need is required, the in-kind coordinator will pitch the Foundation for further support, leading to situations like:

1. Transforming a basic request into life-changing support:

When a family originally asked for a just a few clothing items for one child. The In-Kind Donation Program went above and beyond. The In-Kind Coordinator got to manage the donation of additional clothing items not only for one child, but for all 5 children. They also supported the donation of essential household items, including beds, beddings, and a refrigerator. Each child had their own mattress and personalized bedding to sleep on and didn’t have to share. The In-Kind coordinator got to personally meet the family, helped build their furniture and took time to listen to their story, turning a simple request into a moment of hope.

1. Upgrading a nonprofits capacity to serve families:

When a nonprofit partner asked for air mattresses, the In-Kind program elevated the entire outcome. The In-Kind Coordinator got to return not with temporary solutions, but with five twin and five queen bed sets, including frames, mattresses, pillows, sheets, and comforters. This provided all involved, even employees at the nonprofit, comfort, stability, and a true sense of home that their clients would have real beds to sleep in.

Specific responsibilities may include, but are not limited to:

Nonprofit Onboarding & Partnership Management --

1. Research on potential nonprofit partners, analyze fit, and compile reports
2. Initiate contact with organizations, schedule and conduct introductory calls and site visits
3. Prepare site visit notes, draft approval requests, and communicate partnership approval
4. Set up and manage nonprofit partner accounts on the online portal, providing guidance and training as needed
5. Provide ongoing support through quarterly case management calls for new partners and follow-ups with existing partners

Inventory & Donation Management --

1. Maintain and update inventory records
2. Manage donation drop-offs to in-kind partners and process tax acknowledgment documentation
3. Track and update donation-related information in internal systems

Partner Engagement and Compliance --

1. Conduct quarterly check-ins with new partners and follow up with organizations not meeting program requirements
2. Actively engage partners to identify and fulfill clients' immediate needs and communicate that effectively
3. Send monthly email reminders regarding inventory availability
4. Facilitate approvals for donation items, including Board communications

Administrative & Reporting Duties --

1. Manage personal calendars and schedule monthly in-person meetings with nonprofit partners
2. Generate end-of-year donations reports and maintain proper documentation
3. Oversee file and document management related to nonprofit partnerships
4. Onboard new employees of current partner organizations
5. Maintain strong relationships with 20+ nonprofit partners, ensuring ongoing engagement and program success

As well as general administrative support for the Foundation, including but not limited to –

1. Basic budget management and reporting
2. Maintaining and updating program data and reporting needs
3. Processing contributions to nonprofits

Qualifications

• Bachelor’s and/or Master’s degree with strong academics and a minimum 3.5 GPA.

• 3 or more years of experience working in the nonprofit or philanthropy space

• Ability to work an average of 50 hours per week.

• Exceptional ability to balance multiple projects and tasks.

• Experience in managing multiple team members in their day-to-day activities.

• Willingness to make a minimum two/three-year commitment to the position.

• Candidate with Texas Ties strongly preferred.

Compensation

Compensation will be increased up to 10% over current, depending on experience, plus full benefits.

Benefits include the opportunity to personally direct each year $2,500 grants per year of service to any 501(c)3 of your choice, up to a maximum of twenty-five thousand dollars per year after 10 years of service. For example, a Foundation employee with three years of service gets to award $7,500 in grants to one or more non-profits of his/her choice (the award amount can be directed to a single non-profit or split between up to four non-profits). This is a personal benefit to direct grant funding to organizations the employee personally cares about, separate and apart from grants managed on behalf of the Foundation’s activities.

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