Administrative Coordinator

Job Title:

Community Engagement Administrative Assistant / Administrative Coordinator

Job Description

This one-year, full-time contractor role provides operational and administrative support for a corporate foundation and community engagement function. The Community Engagement Administrative Assistant helps manage day-to-day foundation grants and corporate contributions workflows, responds to routine stakeholder questions, supports standard reporting, and assists with data cleanup and documentation to ensure accurate, timely, and compliant community investment activities.

Responsibilities

+ Coordinate the end-to-end workflow of foundation grants and corporate contribution requests through established review, approval, and payment processes.

+ Use CRM and payment processing systems, including Blackbaud Grantmaking, Foundation Source, and People Soft, to manage grants and contributions efficiently and accurately.

+ Monitor the intake of grant and sponsorship inquiries and grant applications, and provide detailed information and reports on submission stages.

+ Facilitate grant and contribution payments, ensuring efficient processing while maintaining compliance and accuracy.

+ Prepare and send routine decline letters and other standard communications to applicants and stakeholders.

+ Maintain accurate records for grants, nonprofit partners, contacts, and related activities within the designated systems.

+ Track workflow to support timely review, approval, and payment processing for grants and contributions.

+ Respond promptly to basic system and process questions from internal stakeholders, including operating company external affairs teams.

+ Provide routine support to applicants and grantees regarding submissions, payment status, and technical issues.

+ Escalate complex, sensitive, or policy-related questions to the appropriate community engagement team members while maintaining confidentiality and internal standards.

+ Assist with data cleanup activities required for system improvements and ongoing database maintenance.

+ Review and update organization, contact, grant, and contribution records for accuracy, completeness, and consistency.

+ Identify duplicate, incomplete, or inconsistent data and document issues for follow-up and resolution.

+ Export, prepare, and distribute routine reports for internal and external stakeholders using established templates and processes.

+ Compile basic grant, contribution, and request-status information to support recurring reporting needs.

+ Ensure reporting information is complete, organized, and delivered on schedule.

+ Maintain organized files, records, templates, and reference materials related to community engagement workflows.

+ Provide administrative support for meetings, communications, and special projects as assigned.

+ Represent the community engagement team professionally in interactions with internal business partners and external nonprofit stakeholders.

Essential Skills

+ High school diploma or equivalent required.

+ Minimum of 3 years of experience in administrative support, customer service, data entry, grants administration, nonprofit, corporate philanthropy, or a related field.

+ Proficiency with Microsoft Office applications, especially Excel, Outlook, Word, and Teams.

+ Ability to learn and use grants management systems, customer relationship management platforms, payment tools, and other internal systems.

+ Strong attention to detail with the ability to maintain accurate records, follow established procedures, and meet deadlines.

+ Ability to communicate clearly and professionally with internal business partners and external nonprofit stakeholders.

+ Strong organizational skills with the ability to manage multiple recurring tasks with limited supervision.

+ Demonstrated experience in customer service and clerical or administrative assistance roles.

+ Proficiency in data entry and general administrative functions.

Additional

Skills & Qualifications

+ Associate or bachelor's degree in business administration, nonprofit management, communications, public affairs, or a related field preferred.

+

Experience with grants administration, nonprofit organizations, or corporate philanthropy environments.

+ Familiarity with Blackbaud Grantmaking, Foundation Source, and People Soft or similar CRM and payment processing systems.

+ Experience producing routine reports and working with standardized reporting templates.

+ Ability to handle sensitive information with discretion and maintain confidentiality.

+ Comfort working in a structured corporate environment with established processes and workflows.

Work Environment

This is a one-year, full-time contractor position based 100% on-site in a cubicle office environment at a corporate headquarters. Standard hours are approximately 9:00 a.m. to 5:00 p.m., providing a predictable daytime schedule. The role involves frequent use of Microsoft Office applications (Excel, Outlook, Word, Teams) and specialized systems such as grants management, CRM, and payment…