Oxford Community Foundation Office & Grants Administrator

Position Responsibilities

Office Administration

• General Office Duties - handle incoming/outgoing communications, book meetings, maintain office supplies, issue charitable receipts, prepare payment for invoices and complete bank deposits.
• Communications - maintain contact lists and distribute communications including letters of thanks, fund letters and statements, newsletters, and grant letters and cheques.
• Records Management - develop and maintain records management systems for Board and Committee minutes and reports, donor records including donor agreements, financial records, charitable tax receipts, communications, and grant files.
• Computer and office equipment – Manage equipment and provide technical support with respect to computer applications i.e. word processing, presentations, spreadsheets and database activity. Stay abreast of software applications that can improve office efficiency.
• Office Procedures - Maintain up-to-date procedures. Recommend and implement new work processes and procedures to improve efficiency and accuracy for the Foundation.
• Board and Committee Support - Work with Board and Committees to develop agenda and meeting packages for meetings. Prepare and publish meeting minutes.

Bursary and Community Grants Administration

• Develop and distribute program communications and manage inquiries.
• Receive and complete initial assessment of grant applications and prepare for committee review.
• Communicate grant decisions, coordinate execution of agreements and distribution of grants.
• Receive, summarize and assess project completion reporting, develop recommendations and implement grant program improvements.
• Manage grants database and reporting.
• Organize visits with grantees, capturing grant stories to share in print, on website and social media.

Events Coordination

• Develop, plan, and support running of events such as the annual general meeting and annual golf fundraising tournament.

Understand and adhere to all Foundation policies and procedures.

Key Competencies

• Excellent administrative, planning and organizational skills.
• Self-starter able to work with limited supervision
• Ability to develop and maintain successful working relationships with donors, community partners and volunteers.
• Excellent verbal, written, and interpersonal communication skills.
• Strong technical skills with Windows operating systems, Word, Excel, PowerPoint, Outlook, Zoom, survey and appointment scheduling software.