Website The Community Foundation for Monterey County

Full Job Description

COMMUNITY FOUNDATION for MONTEREY COUNTY

GRANTS AND OFFICE COORDINATOR

The Grants and Office Coordinator plays a key role in the Community Foundation for Monterey County’s (CFMC) grantmaking and is responsible for the administration of grant information systems used for processing grant proposals, tracking grantee status and evaluation results. In addition, the Grants and Office Coordinator serves as the initial public contact for the CFMC office in Salinas and requires an accommodating presence, a high degree of professionalism and tact. She/he must be flexible, use independent judgment in completing activities, and be able to handle multiple tasks simultaneously. A commitment to the CFMC mission coupled with an interest and proficiency in the maintenance of accurate data management systems will also be essential in this position.

This position works under the general direction and supervision of the Director of Grantmaking. Based on the duties described below, this is a non-exempt position. Competitive salary with outstanding benefits, including 403(b).

The Grants and Office Coordinator’s basic duties include, but are not limited to, the following:

Community Impact Department

  • Receive, process, and track all competitive grant proposals through completion. Merge and maintain grant records that meet legal, auditing and foundation requirements in FIMS (Foundation Information Management System and the Online Grant System, Foundant). Schedule reporting requirements and payments for new grants. Prepare grant agreements and award and denial letters. Maintain multi-year payment schedules and monitors grant balances. Monitor and process required grant reports.
  • Coordinate competitive grantmaking logistics, including grant cycle timelines and internal and external communications with staff and volunteer reviewers through online platforms.
  • Work as a team with the Scholarships and Community Impact Officer to conduct due diligence for scholarship applications, technical assistance for online data systems to nonprofits and applicants, assist scholarship contacts with local schools and assist with meeting logistics and volunteer reviewers.
  • Be familiar with the CFMC’s grantmaking goals and processes. Respond to email and telephone inquiries and requests from prospective grantees, monitor grants@cfmco and scholarships@cfmco email and online systems.
  • Participate in Community Impact department meetings, and work with other staff to process grants.
  • Facilitate work and communication among Community Impact, Finance, Administration/Operations and other staff to complete processing of grantmaking requirements.
  • Support department event preparation including workshops, meetings, training, receptions, and other program-related events. Work collaboratively and participate with department staff in handling meeting logistics, scheduling, tracking registration and attendance, materials preparation, set-up/clean-up and follow-up.
  • Support Community Impact staff with the internal, administrative grants process; for example, organize and manage proposal information for each committee. Manage committee information including rosters and other documents. Maintain and support volunteer committee members’ access to the online portal. Assist in preparing documents, spreadsheets, minutes, reports, and other information needed in decision-making.
  • Communicate externally with applicants and grantees, including bilingual customer service and technical assistance, as needed, including but not limited to, Neighborhood Grants Program (NGP), Siembra Latinos Funds (SLF), Scholarships, and all competitive grant programs.
  • Assist Community Impact department staff in compiling data and information pertaining to competitive grantmaking.
  • Prepare spreadsheets, draft and proof correspondence, documents, database reports and other grants and programs information needed for planning, monitoring transactions, and other communication functions, as requested.
  • Facilitate grant-related as well as department-related internet communications:
  • Prepare event invitations, surveys, and emails and disseminate through appropriate channels, such as Outlook, online grants manager and Eventbrite.
  • Work closely with Community Impact, administrative and communications staff to facilitate CFMC website updates as needed,
    Work closely with Director of Operations, Information Technology (IT) vendor and online grants vendor to ensure the effective operation of the online grants manager.
  • Provide support for Scholarships Management: Be familiar with scholarship data and reporting management including, technical assistance for online data systems to applicants/recipients, volunteer committee members, working with scholarship contacts with local schools/funds, and accessing data.

Office Administration

  • Serve as primary coordinator of the CFMC Salinas office, responsible for the smooth operation of the day-to-day business. Answer phone calls and general questions regarding CFMC in a professional manner; direct them to appropriate staff member and/or take accurate messages. Greet guests; open and close the office daily 8:30 AM to 5:00 PM.
  • Keep all common areas organized and stocked, including kitchen, work room and reception area. Oversee arrangements for the use of Salinas conference room by staff and guests, including setting up multimedia equipment.
  • Serve as a CFMC’s liaison with the IT consultant and other vendors servicing the Salinas office. Provide administrative support to staff members working in the Salinas office including workstation support, mailing, copying materials, preparation for meetings. Support the Monterey office occasionally, as needed.
  • Assist with and participate in the CFMC special events as needed. Provide clear, accurate bilingual oral and written (English and Spanish) communications and translation as needed.

Although this position is based in Salinas, the Grants and Office Coordinator will travel regularly to the CFMC’s Monterey office for staff meetings as well as training and other organizational functions.

Note: This position description will evolve over time and will updated as needed. At management’s discretion, the employee may be assigned different or additional duties from time to time.

Essential Qualifications: The ideal candidate should have strong computer skills and acuity, office management skills, an understanding of the nonprofit sector, and ability to work with diverse individuals from various socio-economic and cultural backgrounds. Other essential qualifications include:

  • Advanced abilities in analytical, database and reporting skills.
  • Advanced computer and office skills. This includes advanced working knowledge of Microsoft Office software applications including Word, Excel, PowerPoint, and Adobe Acrobat and the ability to learn and use new computer applications quickly.
  • Strong ability to communicate clearly, accurately, and concisely in a professional manner. Ability to communicate technical, budgetary and program details to staff, grantees and applicants.
  • Professional demeanor and strong commitment to customer service.
  • Ability to work with facilities and technology operations.
  • Ability to work independently and as a team member; able to take initiative and solve problems as they arise, use good judgment and remain flexible.
  • Ability to maintain strict confidentiality.
  • Strong time management skills.
  • Bilingual in English and Spanish preferred.
  • Ability to lift and carry a minimum of 30 pounds up to 100 feet.
  • Reliable transportation, current CA driver’s license and car insurance.
  • Ability to access shelves located between 0 and 60 inches above the floor.

Education and Experience:

Three to five years of varied and progressive administrative support responsibilities.
Understanding of the nonprofit sector preferred.

Please include a cover letter and resume with your application.”Work Remotely Temporarily due to COVID-19

Job Type: Full-time

Benefits:

  • Dental insurance
  • Health insurance
  • Health savings account
  • Life insurance
  • Paid time off
  • Vision insurance

Schedule:

  • Monday to Friday

COVID-19 considerations:
We are following all CDC, state, and local guidelines.

Application Question(s):

  • Please confirm that a cover letter and resume have been included with application.

Education:

  • High school or equivalent (Preferred)

Experience:

  • Administrative support: 3 years (Preferred)
  • Customer service: 3 years (Preferred)
  • Non-profit: 1 year (Preferred)

Tagged as: remote

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