Administrator; part-time

About Arthur Jordan Foundation

Arthur Jordan Foundation (AJF) is a private foundation that grants money to advance fine arts, higher education, and the greater Indianapolis community. Historically, the Foundation has supported the Benjamin Harrison Presidential Site, located on Delaware Street in Indianapolis. We are looking for a dynamic administrator to support our small Board of Trustees and further our mission.

This position provides support to the Board of Trustees, manages finances, and manages the grant process. Some tasks will need to be completed during business hours. This is an ongoing contractual position with no benefits. The independent contractor will provide office technology and routine supplies.

Our ideal candidate is well-organized, detail-oriented, and tech-savvy. He or she is self-motivated and enjoys managing projects. The right candidate has a positive attitude that blends well with the Board and strong communication skills.

Contractual position

Approximately 25 hours per month with flexible hours. Time may vary by month due to grantmaking and the annual audit. Attendance is required at all Board meetings, held in downtown Indianapolis. Most work can be done remotely.

• Manage Quick Books Online and Melio accounting and payment systems
• Do bookkeeping and pay invoices
• Prepare monthly financial statements
• Record monthly investments
• Prepare for and manage the annual audit
• Prepare the annual budget

• Liaise with Client’s auditing firm, investment managers, contract accountant, technical support (website, email) and Benjamin Harrison Presidential Site staff

• Prepare materials for quarterly board meetings
• Attend and take minutes for quarterly board meetings in Downtown Indianapolis
• Attend, take minutes, and prepare meeting materials for committee and task force meetings
• Send meeting announcements and manage Zoom meetings
• Maintain all foundation records (minutes, grant materials, etc.)
• Participate in at least one phone or video meeting per month with Board Chair, as requested
• Manage website, website design professional, and website host

• Oversee annual grant cycle
• Manage online grant portal
• Develop and maintain a grant calendar and applicant tracking system
• Serve as primary contact for applicants and grantees
• Communicate with applicants throughout the grant cycle
• Prepare applicant information for the grant committee and board
• Prepare award letters, create payment schedules, and manage payments