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Posted: Monday, September 25, 2017 5:03 AM

Program Administrator Position Summary The Community Foundation seeks an experienced administrative professional to coordinate and implement the administrative processes related to competitive grantmaking; provide technical support to grant applicants; support the Vice President of Community Programs; and provide administrative support for the work of the department's Senior Directors. The Program Administrator is part of a two-person team that supports the department's operations, provides general office management, identifies and implements process improvements for more efficient operations, and serves on the Community Foundation's reception team. This position requires exceptionally strong organizational and administrative skills and meticulous attention to detail. Key Responsibilities Grantmaking Coordinate and implement production and distribution of grantmaking materials for the Program/Distributions Committee and assigned grant committees Prepare grant recommendations for Board of Directors Maintain and update grant application information on Community Foundation website Maintain, update, and ensure accuracy of grant and fund management database and assist in the payment of grants Create and maintain files of grant applications Prepare appropriate acknowledgment letters, grant agreements, decline letters, and other correspondence to grantees and applicants Track submittal of final grant reports; follow-up on delinquent reports with grantees; prepare summary reports of final report status for Community Programs staff Monthly review of grant codes in grants management database, making corrections, as needed Monitor and prepare reports on grants made in response to quarterly donor newsletter Technical Support Update and publish online grant applications using specialized software Field technical inquiries about online applications from grant applicants Troubleshoot program errors, including working with the Foundation's Systems Administrator and online application vendors online application vendor Maintain the assigned Grants section of the Community Foundation website (in conjunction with the Foundation's Communications Department) to ensure integrity and currency of information. Review the website for out-of-date programs or references, ensure accuracy of all content, test page-navigation links, and respond to system generated email requests related to grantmaking Meeting Support and Event Coordination Coordinate and provide support for functions and meetings initiated by Community Programs VP and Senior Directors, including grant committees and community initiatives in which Directors are involved Prepare meeting minutes Assist with meetings planned by Community Programs VP and Senior Directors. May include setup/cleanup, ordering food, preparing coffee, setting up A-V equipment, and preparing handouts Communications and Resource Support Field grant inquiries and provide necessary follow-up, directing substantive questions to appropriate program and/or donor staff Respond to basic requests for information about Community Programs Department activities and staff schedules Assist Community Programs VP and Senior Directors with follow-up on requests for information and resources Assist with supplying information needed for Community Foundation publications including newsletters, annual report, and website Office Management Maintain "desk guide" with grantmaking and procedure documentation. Monitor supplies and equipment to ensure availability and proper functioning Identify and implement process improvements for more efficient operations Other administrative and clerical assignments as needed, including providing backup for the department's other Program Administrator Support of Vice President of Community Programs In addition to the departmental responsibilities outlined above Coordinate scheduling of groups, committees, and community partners Assist with managing VP's calendar (including routine scheduling and calendar maintenance) Take notes, preparing meeting minutes, and typing as assigned Assist in managing, organizing, and filing documents Assist with routine messages received by VP, including responding to requests for general information and directing calls to appropriate Foundation staff Support miscellaneous Foundation-level administrative assignments of VP, such as managing recruitment/reservations for tables at external events Program Administrator Job Qualifications Education/Training Bachelor's degree preferred; Associate degree with relevant skills and experience considered Skills/Experience Demonstrated administrative and database management experience Considerable experience providing administrative support in a busy environment Exemplary organizational skills and meticulous attention to detail Skills in project management and event planning Outstanding oral and written communication skills Proficiency with Microsoft Office products and database management Attributes Ability to efficiently and successfully prioritize and handle multiple tasks Ability to work with and update websites and to develop expertise with Foundation technology Passionate commitment to excellence and accuracy Strong customer-service orientation Comfortable working with people from all backgrounds Self-starter and self-reliant but able to consult with others Flexibility; integrity; discretion; team player Please submit cover letter and resume on or before October 13, 2017, to: [Click Here to Email Your Resume] No phone calls, please. In support of the Americans with Disabilities Act, this job description lists only those responsibilities and qualifications deemed essential to the position. Rochester Area Community Foundation is an Equal Opportunity Employer


• Location: Rochester

• Post ID: 31498642 rochester is an interactive computer service that enables access by multiple users and should not be treated as the publisher or speaker of any information provided by another information content provider. © 2017