Administrative Assistant

Role Overview

The Administrative Assistant will manage and coordinate the flow of foundation grants and corporate contributions utilizing established approval and payment procedures. This position involves using specialized CRM and payment systems such as Blackbaud Grantmaking, Foundation Source, and PeopleSoft to ensure smooth and compliant grant processing.

Key Responsibilities

• Manage the workflow of foundation grants and corporate contribution requests through approved review and payment procedures.
• Monitor intake of grant and sponsorship inquiries as well as applications, providing detailed updates on submission stages.
• Facilitate processing of grant and contribution payments with an emphasis on accuracy and compliance.
• Prepare and distribute routine decline notices and other standard correspondence.
• Maintain comprehensive, accurate records of grants, nonprofit partners, contact information, and related activities.
• Track timelines to support timely review, approval, and payment processes.

Qualifications and Requirements

• Possession of a high school diploma or equivalent is mandatory; associate or bachelor's degree in business administration, nonprofit management, communications, public affairs, or a related discipline is preferred.
• At least three years of experience in administrative roles, customer service, data entry, grants administration, nonprofit sectors, corporate philanthropy, or related fields.
• Proficient use of Microsoft Office suite including Excel, Outlook, Word, and Teams.
• Ability and willingness to quickly learn grants management systems, CRM platforms, payment processing tools, and organizational software.
• Excellent attention to detail, capable of maintaining precise records, adhering to procedures, and meeting deadlines.
• Strong verbal and written communication skills for professional interactions with colleagues and nonprofit stakeholders.
• Organizational skills allowing effective management of multiple recurring responsibilities with minimal oversight.