Grants and Administrative Coordinator

Jewish Federation of St Louis•St. Louis, MO

About The Position

The Resource Assistant to Community Impact provides essential administrative, logistical, and data support to the Community Impact team at the Jewish Federation of St. Louis. This role helps ensure the smooth implementation of grants, programs, and partnerships that serve the Jewish community. The Resource Assistant coordinates scheduling, manages grant and program documentation, supports finance-related tracking, assists with communication materials, and contributes to events, committees, and stakeholder engagement efforts.

Responsibilities

Manage calendars, schedule meetings, and coordinate logistics for Community Impact programs, events, and committee meetings (in-person, virtual, and hybrid).
Support meetings virtually and in person; create event invitations in Outlook, including room reservations, Teams links, agendas, attachments, and reminders.
Track and maintain records, documents, and files related to grants, programs, committees, and community initiatives in digital and/or physical formats.
Assist with preparation and formatting of reports, agendas, handouts, presentations, and other internal and external communications.
Support data entry and management in CRM and/or grant databases, following clear guidelines and templates.
Aggregate and organize data (e.g., grants, outcomes, attendance) into shared spreadsheets or reports for team use.
Disseminate grant applications and related materials to decision makers and committee members.
Enter manually initiated grant applications and track status across cycles.
Enter and record grant awards and decisions in the appropriate systems; ensure applications are up to date and recorded properly.
Ensure accurate documentation of grant outcomes and impact metrics, including outcomes reports and follow-up data.
Regularly confirm grant payments and status with Finance and track timing of payments.
Utilize monthly reports from Finance to confirm timely payments and share information with the Community Impact team.
File payment confirmations, reports, and related documentation in the correct digital and/or physical locations.
Assist with preparing communications, newsletters, and social media content related to Community Impact work.
Coordinate with Marketing to promote initiatives, highlight grant impact, and share success stories.
Respond to basic inquiries from community partners and assist in maintaining strong relationships.
Help maintain accurate funding-related email lists, including updates to contacts, roles, and organization information.
Collaborate with Finance, Development, Marketing, and other departments on cross-functional projects, sharing information and aligning timelines.
Identify opportunities to streamline processes and propose or help develop new tools or templates (e.g., checklists, trackers, dashboards, standard documents).
Participate in trainings, webinars, or learning sessions that strengthen administrative, data, and communication skills.
Support specific Community Impact funds and foundations with tasks that may include grant entry, data maintenance, letter drafting, organizing applications and reports, payment tracking, and meeting logistics.