Administrative Asst

Job Profile Summary
The Community Engagement Administrative Assistant is a one-year, full-time contractor role that provides temporary operational and administrative support for the client Foundation and the client Community Engagement function. This position will help maintain day-to-day foundation grants and corporate contributions workflow, respond to routine stakeholder questions, support standard reporting, and assist with data cleanup and documentation.

Essential Job Functions
40% Coordinate Foundation Grants and Corporate Contributions Workflow

• Coordinate workflow of foundation grants and corporate contribution requests through an established review, approval, and payment process. Use CRM and payment processing systems Blackbaud Grantmaking, Foundation Source, and PeopleSoft.
• Monitor intake of grant and sponsorship inquiries and grant applications to provide detailed information and reports on the stages of submission.
• Facilitate grant and contribution payments, ensuring efficient payments while maintaining compliance and accuracy.
• Prepare and send routine decline letters and other standard communications.
• Maintain accurate records for grants, non-profit partners, contacts, and related activity.
• Track workflow to support timely review, approval, and payment processing.

20% Provide Customer Service

• Respond in a timely manner to basic system and process questions from Operating Company External Affairs teams and other internal stakeholders in a timely manner.
• Provide routine support to applicants and grantees related to submissions, payment status, and technical issues.
• Escalate complex, sensitive, or policy-related questions to the appropriate Community Engagement team member.
• Deliver timely, professional, and accurate customer service while maintaining confidentiality and internal standards.

20% Support Data Cleanup and Database Maintenance

• Assist with data cleanup activities required for system improvements and database maintenance.
• Review and update organization, contact, grant, and contribution records for accuracy and consistency.
• Identify duplicate, incomplete, or inconsistent data and document issues for follow-up.

10% Prepare Standard Reports

• Export, prepare, and distribute routine reports for internal and external stakeholders.
• Compile basic grant, contribution, and request-status information using established templates and processes.
• Support recurring reporting needs by ensuring information is complete, organized, and delivered on schedule.

10% Provide Documentation and Administrative Support

• Maintain organized files, records, templates, and reference materials for Community Engagement workflows.
• Provide administrative support for meetings, communications, and special projects assigned.
• Represent the Community Engagement team professionally in interactions with internal and external stakeholders.

Minimum Requirements

• High school diploma or equivalent required; associate or bachelors degree in business administration, nonprofit management, communications, public affairs, or a related field preferred.
• 3 years of experience in administrative, customer service, data entry, grants administration, nonprofit, corporate philanthropy, or related experience.
• Proficiency with Microsoft Office applications, especially Excel, Outlook, Word, and Teams.
• Ability to learn and use grants management systems, customer relationship management platforms, payment tools, and other internal systems.
• Strong attention to detail and ability to maintain accurate records, follow established procedures, and meet deadlines.
• Ability to communicate clearly and professionally with internal business partners and external nonprofit stakeholders.
• Strong organizational skills and ability to manage multiple recurring tasks with limited supervision.