Community Impact Administrative Associate

Albuquerque Community Foundation•Albuquerque, NM

1d•Onsite

About The Position

The Community Impact Administrative Associate will maintain full ownership of the administrative tasks related to the Community Impact & Leadership (“CI&L”) team’s grantmaking programs while also providing administrative support for the Foundation’s Scholarship Program and executive support for the VP of Community Impact & Leadership and the rest of the department, as available. This role works closely with the CI&L Team to support the Foundation’s grant programs, organizational compliance and grant distributions. Additionally, this role manages the VP’s calendar and other priorities, providing coordination support for the CI&L Committee and the department. This position also assists in ensuring that all associated activities are centered in equitable practices and support the Foundation’s overall mission, vision, and values (“MVV”), strategic objectives and commitment to Diversity, Equity & Inclusion. The Foundation is a highly collaborative work environment, and staff are expected to support cross-departmentally where needed.

Requirements

Bachelor’s degree preferred, but not required
Three or more years of experience in an administrative or clerical position preferred
Proficiency in Microsoft Office products
Excellent verbal and written communication skills
Engaging interpersonal communication style
Anticipates needs before being asked (preps materials, coordinates schedules, determines/manages next steps post meeting)
Self-motivated, initiative-driven, and integrity-based work style
Ability to prioritize competing time and schedule demands
Attention to detail
Exhibits a professional, courteous, and friendly demeanor
Dependable and sound decision-making capability
Ability to work independently and in a team environment
An understanding of philanthropy and a commitment to the mission of the Albuquerque Community Foundation
High level of integrity, ethics, professionalism, and discretion in handling confidential information
Must be available to attend Foundation events and interact positively with attendees
Must be able to successfully pass a pre-employment background investigation
Current valid New Mexico Driver’s License and insurable

Nice To Haves

Experience in Adobe, Canva, etc., preferred
Develop knowledge and expertise in Community Suite and Grant Lifecycle Management software

Responsibilities

Administering Community Suite grants module including but not limited to, entering grants, organizing grant backup, generating and mailing grant letters, and creating grant listings.
Collecting and tracking reports from grantees and compiling data for Foundation reporting
Administration and management of online Grant Lifecycle Management system for the Annual Grant Cycle Program and other grant opportunities that require online applications (this may include creating online grant applications, importing applications, organizing/distributing applications as needed, processing grant awards)
Assist with coordinating logistics on various grant programs (this may include designing Requests for Proposals, coordinating grant presentations with nonprofits, generating grant contracts, filing and maintaining contracts and entering grants into Community Suite)
Assist with the administration of the Foundation’s scholarship programs, including maintaining scholarship information and applications within the Scholarship Lifecycle Management (SLM) system, making routine updates to applications and program materials, organizing application materials, and supporting scholarship award processing and related administrative tasks.
Respond to scholarship inquiries from students, families, schools, and other stakeholders via email and phone, escalating complex questions to the appropriate staff member as needed.
Assist with the scholarship selection committee preparation, including organizing application materials, preparing committee materials, coordinating logistics, tracking committee timelines, and providing other administrative support as needed.
Manage and prioritize the VP of Community Impact & Leadership's calendar to ensure alignment with strategic priorities.
Coordinate meeting logistics, scheduling, and preparation for internal and external engagements.
Prepare briefing materials, agendas, and follow-up items to ensure the VP is well-prepared.
Handle sensitive communications and correspondence with professionalism and confidentiality.
Anticipate needs, manage competing priorities, and troubleshoot scheduling or logistical challenges.
Track key follow-ups, commitments, and action items related to CI&L priorities.
Manage email inquiries and other communications with nonprofits.
Coordinating grant panel logistics, including cultivating community relationships to support grant panels
Working with the Board, nonprofits, donors and prospective donors
Support with the CI&L Committee, including drafting agendas and meeting minutes and providing logistical support.
Updating the Communications & Operations Team with grant deadlines and ongoing grant content
Managing timelines for grant deadlines and grant reporting
Maintaining grant tracking database
Assisting with maintaining scholarship records, timeline, databases, and related administrative tracking.
Maintaining nonprofit database for interested donors
Assisting organizations and individuals with the online application process
Responding to all grant, scholarship and impact questions
Developing and managing strategic outreach to local nonprofit organizations, collecting and tracking reports from grantees, and compiling data for Foundation reporting
Maintaining policies and procedures for grantmaking in line with current IRS Rules and Regulations
Assisting with other administrative tasks related to grant and scholarship programs as needed
Composing and managing minutes of interdepartmental meetings as needed
Participate in Foundation-wide events, meetings, and initiatives as needed, including but not limited to Board of Trustee meetings and the Annual Meeting
Represent the Albuquerque Community Foundation at community events, networking functions, and other public forums
All staff are encouraged to develop a practice and learning around diversity, equity, and inclusion
All staff are encouraged to practice the Foundation’s MVV and working agreements during Foundation activities