Program Operations and Administrative Assista

Coastal Community Foundation of SC•Beaufort, SC

10d•$60,000 - $67,000•Onsite

About The Position

The Program Operations & Community Impact Coordinator/Assistant, Southern Lowcountry, provides administrative, systems, and coordination support for Coastal Community Foundation’s grantmaking and community leadership work across Beaufort, Colleton, Hampton, and Jasper Counties. The role manages operational details so grant cycles, community meetings, convenings, and emerging initiatives proceed accurately, consistently, and on schedule. It supports the Senior Director, Southern Lowcountry, regional initiatives, stakeholder engagement, the Southern Lowcountry office, grant administration, and community programming as the Foundation evolves toward a broader community investment model. The position coordinates administrative workflows, grant cycles, community engagement, and regional events; supports grant compliance and payment processes; maintains records, trackers, templates, and procedures; and helps improve administrative processes and participant experiences. It requires careful attention to detail, responsive service, sound judgment, confidentiality, and an interest in building trusted relationships throughout the region. Regular local and regional travel across Beaufort, Colleton, Hampton, and Jasper Counties is required. Occasional travel to the Charleston office and occasional early morning or evening work may be required for meetings and events. The role involves extended computer work, communicating with colleagues and the public in person, by phone, and digitally, moving around office and event settings, and occasionally lifting items weighing less than 20 pounds, with reasonable accommodation where applicable.

Requirements

Associate degree or at least two years of relevant administrative, program, grants, compliance-support, nonprofit, education, community engagement, or office experience.
Excellent attention to detail, organization, follow-through, and ability to manage multiple deadlines, recurring cycles, meetings, and events.
Strong project coordination skills and comfort maintaining calendars, trackers, checklists, records, databases, committee materials, and event logistics.
Clear, professional written and oral communication skills.
Ability to provide patient, respectful, and responsive service to applicants, grantees, volunteers, residents, community partners, and colleagues.
Ability to learn and use grant, constituent, document-management, registration, and payment-support systems.
Proficiency with Microsoft 365, including Outlook, Word, Excel, Teams, and SharePoint, and willingness to learn approved AI-enabled tools.
Ability to distinguish routine administrative matters from questions requiring programmatic, compliance, finance, legal, or leadership review.
Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.
Ability to work collaboratively across departments and with partners representing different counties, sectors, and community perspectives.
Commitment to continuous improvement, equity, inclusion, confidentiality, and community-centered service.
Regular local and regional travel across Beaufort, Colleton, Hampton, and Jasper Counties is required.
Must be able to sit and work at a computer for extended periods and communicate accurately with colleagues and the public in person, by phone, and through digital platforms.
Occasionally move around office and event settings and lift small items weighing less than 20 pounds, with reasonable accommodation where applicable.

Nice To Haves

Bachelor’s degree; equivalent relevant experience will be considered.
Experience with Foundant Grant Lifecycle Manager, C-Suite, Raiser’s Edge, or comparable platforms.
Experience supporting deadline-driven programs, application processes, committees, grants, payments, compliance documentation, events, or community-based organizations.
Experience coordinating meetings or events and communicating with external participants.

Responsibilities

Provide administrative support to the Senior Director and other assigned staff, including drafting and expediting correspondence, reports, invoices, and other documents.
Manage the Senior Director’s calendar, schedule appointments, arrange travel and accommodations as needed, and prepare materials.
Implement meeting intake and triage processes, protect recurring strategy blocks, and redirect requests to appropriate staff when needed.
Prepare agendas, capture action items, and follow through on commitments.
Serve as the on-site anchor of the Beaufort office suite; greet visitors and coordinate conference room schedules, signage, vendors, supplies, and basic meeting-room IT/AV needs.
Plan and execute convenings, workshops, receptions, and other events, including logistics, registrations, materials, catering, and follow-up.
Schedule and attend meetings; send reminders; take notes and minutes when required; and support committee and board meetings.
Receive, review, summarize, and distribute communications on behalf of senior staff; maintain records and order office supplies.
Maintain fluency in the Foundation’s grants management systems and support accurate program administration.
Build, update, test, and manage assigned grant application, review, award, decline, agreement, and reporting processes in coordination with program leads and grants staff.
Manage assigned grant-cycle calendars and workflows from planning and launch through decision, payment handoff, reporting, and closeout.
Prepare application materials, reviewer guidance, committee rosters, agendas, packets, status reports, award and decline communications, grant agreements, and related documents.
Monitor application submissions for completeness, follow up on missing information, and escalate substantive program, eligibility, or compliance questions.
Run reports, maintain cycle records and organized electronic files, and ensure cycles are documented and closed according to Foundation practices.
Provide first-line technical assistance to applicants, grantees, and reviewers using online portals; refer matters requiring specialized expertise to appropriate staff.
Coordinate with Finance and grants staff to prepare approved awards and required documentation for payment processing.
Support grant committees, nonprofit leader engagement, and site visits through scheduling, materials, attendance tracking, notes, logistics, and follow-up.
Complete training and maintain documented readiness to provide backup grants-compliance support; participate in cross-training, procedure reviews, and backup exercises.
Identify missing, inconsistent, or unusual information and elevate matters requiring legal interpretation, policy judgment, risk acceptance, or leadership approval.
Protect confidential applicant, grantee, donor, student, financial, and organizational information.
Coordinate logistics for community meetings, listening sessions, nonprofit convenings, grantee workshops, Coffee & Community sessions, philanthropy salons, and other regional gatherings.
Manage event invitations, registrations, participant communications, venues, catering, accessibility needs, presenters, supplies, travel, materials, onsite execution, and follow-up.
Maintain accurate contact, attendance, county representation, participation, referral, and follow-up records for community partners and participants.
Support stakeholder outreach, partner scheduling, briefing materials, meeting preparation, and follow-through on community commitments.
Capture recurring questions, community feedback, emerging needs, potential partners, and collaboration opportunities for review by Southern Lowcountry leadership.
Support nonprofit capacity-building, peer learning, and selected leadership development initiatives, including the Emerging Leaders Program and future youth engagement activities.
Assist with communications and materials reporting back to participants on feedback, next steps, and needs requiring additional partners or resources.
Provide courteous, timely, community-centered service to nonprofits, residents, volunteers, fundholders, public partners, and other stakeholders.
Document recurring grant, compliance-backup, convening, and program processes; maintain templates, checklists, calendars, and standard operating procedures.
Maintain program trackers and prepare routine dashboards or summaries on grant-cycle status, applicant support, community engagement, participation, follow-up actions, and milestones.
Identify opportunities to simplify administrative steps, reduce duplication, improve applicant and participant experiences, and strengthen departmental handoffs.
Use approved Microsoft 365 and AI-enabled tools for appropriate administrative tasks, with human review for accuracy, confidentiality, tone, and completeness.
Prepare presentations, briefing materials, meeting notes, invoices, contracts, stipend records, expense documentation, and other materials for assigned initiatives.
Manage multiple priorities, communicate risks or delays early, follow through on commitments, and take on special projects or evolving support needs as assigned.