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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 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.
- 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.
- 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.
- 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.
- 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 bachelor’s 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.
Work Schedule: M-F, 9 AM – 5 PM
Reference: 1061003
Worried that you don’t meet every single requirement listed in the job ad? Studies have shown that individuals from marginalized groups are less likely to apply to jobs unless they meet every single qualification. Hive + Co. is dedicated to building a diverse, inclusive and representative workplace, so if you’re excited about this role, but worried that you don’t meet every requirement, we encourage you to apply anyways. We’d love to get to know you.