Operations (Grants, Committee, Database) Coordinator

Rose Community Foundation seeks an Operations Coordinator to support efficient grant administration, maintain accurate data across systems, and ensure smooth committee and governance processes that power the Foundation’s impact. The Operations Coordinator is detail-oriented, process-driven, proactive and collaborative with a passion for philanthropy and community. The Operations Coordinator is a member of the Finance and Operations team, which ensures the Foundation’s resources – financial, physical, technological and human – effectively and efficiently power its impact in the community.

DUTIES AND RESPONSIBILITIES

Grants Management

• Provide grants administration support, including processing grants in the Foundation’s system, conducting compliance and eligibility screenings, and assisting with grant payment processes
• Provide customer service to prospective grant applicants and existing grantees, serving as the primary contact for technical support for the online portal and responding to general inquiries
• Ensure grant workflows stay on track by gathering required documentation, monitoring deadlines, communicating with internal and external partners, and following up on outstanding tasks
• Follow up on system deadline reminders, overdue reports and similar ongoing process auditing and maintenance. 

Committee and Governance Support 

• Manage meeting logistics for the Investment, Audit and Finance, and Impact Investing Committees, including scheduling, compiling and distributing agendas and materials, making catering and space arrangements, recording meeting minutes, and managing meeting technology
• Provide continuity across all Foundation committees (10) for standardized processes, including agenda templates, compliance with governance policies, and filing requirements
• Serve as the primary administrator for the Foundation’s committee and board portal (OnBoard), managing user accounts and permissions and providing technical support
• Collect, record and monitor all staff, committee and board member conflicts of interest to ensure all proper disclosure procedures and reporting requirements are met
• Support board and committee development by tracking terms, nominations, and prospect outreach.

Database and System Support

• Serve as a departmental “power user” for the Foundation’s databases, providing support, troubleshooting and partnership to colleagues
• Perform routine data hygiene and maintenance tasks in the Foundation’s databases, including auditing records for discrepancies, updating records, removing duplicates, ensuring the completeness and accuracy of information, assisting with organization-wide rollout of new database usage best practices, and maintaining process documentation
• Build, maintain and export contact lists, reports, and other data extracts to assist with departmental and cross-departmental projects.

General

• Serve as back-up to the Office Manager
• Other duties as assigned.

SUPERVISOR RELATIONSHIP

The Operations Coordinator reports to the Chief Operating Officer and does not have administrative support or direct reports.

QUALIFICATIONS, EXPERIENCE AND SKILLS

Required

• Four years’ experience in grants administration, administrative support, and/or project coordination
• Strong process orientation with the ability to both follow and manage established workflows and to identify process improvements
• Strong technology skill set, including experience with a range of databases and software, including Office 365 (Word, Excel, PowerPoint, Outlook and Sharepoint)
• Knowledge of database (CRM) and data management best practices 
• Demonstrated ability to plan, prioritize and track multiple work streams under deadlines
• Experience providing excellent customer service to diverse external and internal stakeholders
• A self-starter and team player who takes direction and feedback well, can successfully work collaboratively, independently, and proactively 
• Exceptional attention to detail and commitment to producing clear, accurate written communications and ensuring consistency and quality across deliverables.

Preferred

• Bachelor’s or associate degree or equivalent life and work experience
• Grants management experience at a funding/granting organization
• Knowledge of nonprofit governance best practices
• Working knowledge of Foundant’s CommunitySuite and/or Grant Lifecycle Manager
• Working knowledge of OnBoard or other board/committee portal software.

SALARY AND BENEFITS 

This full-time, exempt position’s hiring range is $57,700 – 64,125. Offered salary is commensurate with internal equity and salary ranges, local and national sector benchmarks, and candidate’s relevant qualifications, experience and skills. Rose Community Foundation offers a competitive benefits package including employer-supported health, dental, vision and life insurance; short- and long-term disability coverage, a 403(b)-retirement plan (including an annual employer contribution after one year of employment), flexible spending account, employee assistance program (EAP), generous paid time off including holidays, professional development opportunities and a matching gift program.

WORKPLACE

Fully renovated office with a collaborative environment located in a building with a café, gym, secure indoor bike parking, covered employee parking and convenient access to parks and trails. We operate on a structured hybrid model where staff work in the office at least three days per week and, when feasible, have the option to work remotely up to two days per week. Please note that the Foundation expects all team members to be fully vaccinated (including boosters, if eligible) against COVID-19.

HOW TO APPLY

Applications are accepted directly through the Foundation's hiring platform only. Please read these instructions carefully to ensure you are able to submit your documents properly. You can view the job using this link. After clicking "Apply," select "Log In." If you have not applied to Rose Community Foundation before, click "Create a New Account" and create an account before proceeding to the application. If you have applied before, log in. In the application, ensure you upload your cover letter under “Other Documents.”

No phone calls or additional email messages. Applications will be reviewed on a rolling basis with applications received by July 12 receiving priority consideration.

EQUAL EMPLOYMENT OPPORTUNITY

At Rose Community Foundation, we are committed to fostering a workplace that embraces equal opportunities for all, including an inclusive and diverse workforce. Our hiring practices aim to reflect our values of fairness, transparency, and merit-based selection, ensuring every candidate has equal access to opportunities.