Office Administrator & Grants Assistant

Company Description CNY Jazz Arts Foundation is a leading nonprofit jazz organization serving the Central New York community since 1996. Originating from the creation of the seventeen-piece CNY Jazz Orchestra, the foundation has grown into the primary source of jazz programming in the region. Each year, CNY Jazz reaches an annual audience of approximately 20,000 and trains and presents to more than 1,000 students. Its home, Jazz Central in downtown Syracuse, features a 75-seat theater, administrative and ticketing offices, a dedicated jazz music library, and flexible meeting and performance space. The organization is committed to elevating jazz as a vital American art form through education, performance, and community engagement. Visit https://www.cnyjazz.org/ and https://www.cnyjazzinthecity.org/ for more information.

18 hours a week (pre-planned flexible hours) in office - $20,000 annually

Role Description Works in collaboration with the Executive Director, COO, Grant Writer, and Donor Campaign Manager (the Team), to provide administrative and clerical support to ensure efficient workflow and a positive work environment. The position supports day-to-day office operations, including managing phones and email, handling mail and filing, maintaining office supplies and equipment, and assisting with ticketing and patron inquiries. The role includes supporting grant-related activities, such as organizing documentation, tracking deadlines, preparing basic grant forms, and coordinating with program staff to collect required information. The individual will also assist with scheduling, data entry, maintaining contact databases, and preparing simple reports and correspondence. Occasional support for events and performances, including front-of-house duties and light administrative tasks, is expected.

Key Responsibilities:

·       Grant Research & Identification:

o Research potential grant opportunities from government agencies, foundations, and corporations.

o Maintain a database of prospective grants and deadlines.

·       Grant Writing & Submission:

o Collaborate with the Team to gather necessary information for proposals.

o Ensure all applications are submitted on time and in compliance with grant requirements.

·       Grant Management & Compliance:

o Monitor awarded grants to ensure compliance with funders’ guidelines.

o Track grant spending and progress in collaboration with the Team.

o Assist in preparing and submitting timely reports to grant funders through the various online reporting portals.

·       Budgeting & Financial Oversight:

o Assist the Team in creating and managing grant budgets.

o Work with the Team to ensure proper allocation and use of funds.

·       Reporting & Communication:

o Provide regular updates on grant progress, funding levels, and reporting deadlines.

o Maintain relationships with funders through clear communication and regular updates.

·       Record-Keeping & Data Management:

o Maintain accurate files (physical and digital), of all grant proposals, awards, and reporting documents. Manage databases and ensure confidentiality of sensitive information.

o Track performance metrics and outcomes associated with grant-funded programs.

Other Duties as Required

·       Event Coordination:

o Assist in event prep such as stuffing goodie bags, compiling and loading event supplies.

o Assist recruiting volunteers.

o Taking lead role with prize donors in securing items for annual fundraiser raffle.

o Presence at major CNYJAF events (Black History Month Cabaret & January JazzFest) is

       mandatory. Will serve with Team as staff for registration table and room set up.

·       Reception and Communication:

o Answering phones, greeting visitors, and directing inquiries to the appropriate personnel.

·       Bulk Mailings:

o Assist with production of bulk mailings and manage the online portal.

Skills and Qualifications:

·       Communication Skills:

o Excellent verbal and written communication skills are essential for interacting with staff, clients, and vendors.

·       Organizational Skills:

o Strong ability to manage multiple tasks, prioritize effectively, and maintain a well-organized workspace.

·       Computer Literacy:

o Proficiency in Microsoft Office Suite (Word, Excel, Outlook, etc.) and other relevant software.

·       Problem-Solving Skills:

o  Ability to identify and resolve issues efficiently and effectively.

·       Customer Service Skills:

o Providing a positive and helpful experience for visitors and employees.

·       Adaptability:

o Ability to adapt to changing priorities and tasks.

·       Physical lifting up to 40lbs.

Parking Provided