Program Administrator – Community Investment

Overview

Organization Charlottesville Area Community Foundation

Reporting to the Director of Community Investment (DOCI), the Program Administrator (PA) provides critical administrative and project management tasks to ensure the smooth functioning of the foundation’s community investment programs. This team member supports our various stakeholders in navigating the foundation’s application-based grantmaking and impact investment systems, technology, policies, and procedures and responds accurately and promptly to staff, donor, and partner inquiries.

In addition, the Program Administrator performs coordination activities as needed, including event and meeting support, scheduling assistance, and recordkeeping. Below are some of the core, recurring activities for this role and other duties may be assigned by the DOCI. This position allows for flexible work within the parameters assigned established by the Community Foundation and agreed to by the DOCI.

• Program Administration
• Provide administrative support for application-based grant programs throughout the life cycle of each grant round including collecting and organizing applications, conducting basic due diligence, providing technical assistance to applicants and grantees, moving applications through the online grants management process, scheduling financial distributions, and grantee tracking.
• Provide administrative support for local impact investing program including collecting and organizing proposals, conducting basic due diligence, providing technical assistance to applicants, supporting the review process, scheduling financial distributions, and accounts tracking in collaboration with the foundation’s finance team.
• Serve as an expert in the foundation’s grants management system, Foundant/GLM, including overseeing its administration, refining and enhancing systems and workflows, data management and analysis.
• Provide general operational support including the organization of files, creation of presentation materials, data entry and analysis, generating reports from database and translating data into meaningful insights for programs under administration.
• Provide support for the planning and execution of grantmaking and local impact investment committees and other group meetings (templates, agendas, scheduling, presentation materials, portal, etc.).
• Provide exemplary customer service to community partners, grantees, applicants and key stakeholders including timely communications, information about grantmaking programs, and technical assistance.
• Research and stay informed about community trends affecting the Central Virginia area.
• Monitor related grantmaking approaches, relevant issues, and trends, reviewing publications and attending related conferences, meetings, and other events as appropriate.

• Administrative Support & Project Management
• Oversee management of a departmental master calendar and planning and execution of teamwide meetings and retreats.
• Participate in the development and refinement of policies and procedures that guide the distribution of resources from the Community Endowment Fund to ensure consistent execution of core activities and the necessary infrastructure to support this.
• Manage review, update, and storage of departmental policies and procedures.
• Coordinate and participate in logistics support for departmental activities and events as needed.
• Support the implementation of equity-forward departmental practices and procedures in alignment with the foundation’s equity commitments.
• Participate in departmental project management, including resource planning, prioritization and sequencing of tasks, and progress reporting.
• Participate actively in team culture-building and equity-learning work of the team.
• Support the Director of Community Investment to develop and implement strategies to achieve equitable access to Community Foundation resources and equitable results in the region.

The successful candidate thrives as part of a team that values integrity, open and direct communication, vulnerability, and empathy. They will bring an eagerness to learn, a strong attention to detail, a willingness to take…