Member of the administration team responsible for carrying out a variety of administrative activities related to the Foundation’s grantmaking and general operations. This position reports to the President/CEO and the Vice President, Treasurer & CFO.

Position is exempt at a minimum of 40 hours weekly on-site, which include, but aren’t limited to, Monday through Friday 8:30 a.m. to 5 p.m., some evenings and weekend hours may be required for special events and outreach.

• Proficient with database management systems; enters data, processes requests and payments, develops and attaches electronic documents, performs analysis, and produces reports; Foundant GLM software or other nonprofit software experience a plus.
• Promotes administrative aspects of grantmaking process.
• Creates grant files that meet legal, auditing, and foundation requirements, including developing and maintaining electronic records.
• Contributes to and assists with preparation of board materials and reports.
• Collects, sorts, responds to, and maintains grants management mail.
• Receive guests and maintain the Foundation’s grant-related calendar and email.
• Contributes to streamlining and increasing efficiency of office procedures and systems.
• Lead for inquiries and coordinate usage involving The Edyth, our headquarters, by outside groups.
• Assists, as needed, with the setup of in-house meetings, upkeep of the common areas of the office, and with general office operations.
• Liaison with PR firm for Foundation website content and social media.
• Coordinate and maintain electronic media content and communications.
• Provides back-up support to Executive Assistants, as needed.
• Interacts with internal and external important stakeholders.
• Undertakes special projects and other duties as assigned.

Education and Experience Required:

• Bachelor’s degree preferred.
• Minimum 5 years of administrative experience within a professional office environment. Non-profit or philanthropic experience preferred.
• Foundant software experience preferred.
• Pass background and credit check.

Knowledge, Skills and Abilities:

• Excellent written and oral communication skills.
• Excellent organizational and interpersonal skills.
• High attention to detail and solid analytical skills.
• Ability to effectively prioritize, multi-task and manage time to support the work of various functions.
• A positive attitude and high level of flexibility.
• Ability to work independently and handle confidential material.
• Interest in the Foundation’s mission and the administration of grantmaking and philanthropy.
• Proficiency in Microsoft Office Suite, Excel and working knowledge of relational databases. Willingness to learn grantmaking software program.

Success Factors:

• Professionalism, accountability, and self-motivation
• Excellent organizational skills, detail oriented.
• Demonstrated ability to be flexible in managing a workload of varied tasks, some with conflicting deadlines.
• Strong written and oral communication
• A self-starter and work independently under pressure and with minimal supervision.
• Flexible and dependable.

Essential physical requirements:

• Must be physically able to do assigned work as outlined above.
• Must be physically able to sit and use the computer for hours at a time.
• Must be able to lift up to 20 pounds.
• Must be able to maintain good relations with employees, supervisors and the public.
• Must be able to follow written and verbal instructions.