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Administrative Assistant for Grants and Community Impact and Guilford Nonprofit Consortium

Position Title:          Administrative Assistant for Grants and Community Impact
                                 and Guilford Nonprofit Consortium
Reports To:             VP, Grants and Community Impact
The Community Foundation of Greater Greensboro (CFGG) is a public charity serving the greater Greensboro area in North Carolina.  Under the direction of a volunteer board of community leaders the Foundation receives charitable funds from donors, invests those funds, distributes funds to charitable causes and provides services and grants to nonprofit agencies and the community.  CFGG serves as the fiscal agent for the Guilford Nonprofit Consortium, provides human resources services, office and meeting space as well as a menu of in-kind support services.
The Community Foundation of Greater Greensboro is an equal opportunity employer and proudly embraces its guiding tenets of diversity, equity and inclusion.
Job description:
Major Responsibilities
Position Summary
  1. Manage Grantmaking Processes for CFGG Grant Portfolios
  • With direction from program staff, develop and record appropriate procedures and policies for grants portfolios, funder collaboratives, and other special grantmaking programs.  Processes and procedures include:
    • Establishing and maintaining grantmaking policy and procedures manual
    • Developing flow charts that illustrate grant review and recommendation processes
    • Documenting Eligibility Criteria
    • Recording special program procedures, e.g., employee assistance funds
    • Research best practices in the field to inform CFGG policies and practices
  • Implement grants management procedures for grants portfolios.  This includes: 
    • Monitoring and updating online grant applications and establishing scheduling requirements. 
    • Tracking submission of grantee reports
    • Setting up grant write-ups/recommendation templates for grants
    • Vetting grant applications for completeness, eligibility, and compliance with guidelines
    • Producing correspondence, slates of recommendations, reports, and dashboard data
    • Processing requests for payments
  1.  Enter Portfolio Grants and Produce Reports
  • Perform grant entry and update and consolidate records as needed 
  • Develop standard and specialized reports on grantmaking for staff, committees, and Board
  • Monitor grant funds and update project budgets by posting grants and other expenditures/income to grants management spreadsheets.  Track budget expenditures against approved allocations.  Prepare periodic grant reconciliations.
  • Update grantee database with address and contact changes
  • Serve as backup for donor advised grants and scholarships
  • Participate in periodic trainings and workshops on database and software occasional travel to training programs may be required
  1. Provide Administrative and Logistical Support for Grants Department
  • Provide professional administrative support to Grants Department Team and VP, Grants and Initiatives, including arranging meetings/appointments and travel logistics, and preparing materials for presentations, committee meetings, and community outreach activities
  • Handle logistics for meetings, taskforce meetings, workshops, and community outreach meetings, including:
    • Room bookings, room set up, and audio/visual equipment
    • Preparation of meeting materials for advance/on-site distribution
    • Participation in meetings
    • Preparation of minutes
  • Handle telephone and written inquiries from grantseekers regarding grant applications and grantseeker workshops.
  • Maintain filing system for Grants Department
  • Coordinate departmental reports to Board and committees
  1. Provide Administrative and Logistical Support for Guilford Nonprofit Consortium
  • Maintains and updates membership databases including member organization information, payment status, and other relevant information. Relevant software experience includes Google Group, Salesforce, and Excel Spreadsheets.
  • Manages the Consortium email groups including membership mailings and Google Group notices.
  • Maintains committee rosters and other working groups
  • Maintains Consortium Procedures Manual with current practices and policies
  • Maintains website and social media by:
  • Posting announcements and photos to various sites, including the Consortium website
  • Monitoring and updating social media for event registration and information; and
  • Maintaining the Consortium events calendar on Consortium website.
  • Assist members and prospects with accessing the website and other questions, and with paying dues
  • Assists with and coordinates Event Planning
  • Provides administrative support for the Executive Leadership Academy, Board Development Academy, and the Nonprofit Management Institute
E.  Assist with overall Foundation Administration
  • Serve as member of the administrative team to ensure the effective and efficient operations of the Foundation
  • Assist with overall Foundation functions as needed, including occasional support for other managers 
  • As an A Team member, share in the coverage of front desk/receptionist functions
  • Participate in staff meetings and other Foundation events
  • Other special projects and duties as they arise and as assigned 
Required Capabilities
  • Supports the mission, vision and strategic goals of the Foundation in order to serve both internal and external customers
  • Conducts self in a professional manner
  • Follows and supports Foundation policies and procedures
  • Maintains appropriate professional appearance
  • Evaluates own performance and assumes responsibility for professional development
  • Maintains confidentiality
  • Maintains current knowledge of changes affecting area of work
  • Participates as a team member utilizing a collaborative style to achieve mutual goals
  • Provides proactive, creative cross-functional thinking and ideas to enhance service to customers
  • Demonstrates ability to work effectively with others
  • Participates in meetings or committees as needed
Knowledge, Skills & Abilities:
  • Bachelor’s degree or equivalent combination of training and relevant work experience, including two years of progressively more responsible work experience in a related field
  • Strong and effective interpersonal, organizational, and time management skills
  • An ongoing commitment to training in both areas of soft skills and technical skills to maintain current skills and knowledge
  • Accuracy and excellent verbal and written communication skills
  • Proven computer and software use skills, especially MS Office, database management
  • Experience with grantmaking procedures and relevant databases 
  • Strong verbal and written communication skills
  • Demonstrated ability to organize and coordinate several activities at one time
  • Excellent conceptual and analytical skills; ability to research and analyze information
  • Good sense of self with demonstrated qualities of integrity, loyalty, discretion, caring and self-motivation
The Community Foundation of Greater Greensboro

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