Philanthropy Administrative Coordinator

All Jobs >
Philanthropy Administrative Coordinator

The Philanthropy Administrative Coordinator is a key member of the Philanthropy Pillar and provides essential administrative and logistical support to ensure philanthropy work across the organization runs smoothly. This role works closely with the Director of Philanthropy and the Operations Specialist to maintain clear systems, accurate documentation, and consistent processes that enable high-quality philanthropic work.

This role supports Philanthropy Developers, Interest Area (IA) Team Leads, and internal partners by supporting administrative functions within processes, maintaining project and partner data, tracking progress, tracking and reconciling budgets, organizing documentation, and removing administrative barriers and delays within workflows. This is a detail-oriented role ideal for someone who enjoys driving meaningful impact for youth learning through organizing and facilitating our team’s day-to-day work.

This is a full-time, non-exempt position reporting to the Director of Philanthropy. The salary range for this position is $70,000 to $102,375 per year.

• Oversee the day-to-day administration of project and budget tracking systems, record keeping, and philanthropy workflows.
• Work with the Philanthropy Director and Operations Specialist to implement, maintain, and improve processes that support strategic priorities and evolving pillar needs.
• Maintain and update SOPs, process documents, instructional guides, and training materials.
• Serve as the first point of contact for questions about philanthropy pillar processes, tools, and documentation.
• Support Philanthropy Developers and IA Team Leads by coordinating logistics, tracking project milestone progress, and managing task follow-through.
• Maintain accurate and organized records for all philanthropic projects, including budgets, partner documents, reporting requirements, and closeout status.
• Support Philanthropy Developers in preparing materials for proposal reviews, portfolio planning sessions, and quarterly reporting.
• Compile relevant data on key portfolio outputs such as geographic distribution, funding categories, budget execution, and other metrics used in internal reporting.
• Assist the Philanthropy Director with data gathering, organization, and portfolio-level documentation.

• Schedule pillar meetings, trainings, workshops, and events.
• Assist with space reservations, logistics, and coordination for internal meetings and partner engagements.
• Prepare and collaborate on meeting agendas, presentations, notes, follow-up tasks, and internal newsletters.
• Track, reconcile, and support the management of pillar budgets in coordination with the Finance Team and the Philanthropy Operations Specialist.
• Support onboarding of new Philanthropy Developers and staff by preparing user profiles, tools, documentation, and schedules.
• Collaborate with our Communications Team to maintain and update the Philanthropy Pillar Section of the Intranet and other internal communication hubs.

• Provide support for the philanthropic payment process, including preparing documentation, coordinating with Accounting on disbursements, and updating budget records.
• Ensure all donation receipts, agreements, partner records, and closeout documents are stored and tracked accurately.
• Help maintain clear and consistent partner-facing templates, guidance, and communication materials.
• Support Philanthropy Developers and IA Team Leads in meeting documentation requirements for philanthropic decisions.

• Coordinate philanthropy-related administrative needs with Programs, Research, Sharing, and Org Admin teams.
• Support cross-org philanthropic initiatives by managing documentation, scheduling, and operational tools.
• Participate in cross-pillar collaborations to maintain consistency in partner management practices and internal systems.
• Surface process gaps, data inconsistencies, or operational bottlenecks to the Operations Specialist for refinement.
• Help test and implement new tools and systems that support clarity, efficiency, and alignment across the…