Office and Grants Administrator

Oxford Community Foundation (OCF) helps people and organizations leave a legacy in Oxford, to make it a better place. OCF grants to all aspects of our community including arts, culture and heritage, education, the environment, recreation, health and wellness and social services. OCF has granted more than $2 million to 115 charitable organizations helping to make Oxford a better place for all. 

This growing organization is seeking an Office & Grants Administrator reporting to the Executive Director. This professional will be responsible for the important work of office administration, managing grant programs and foundation events. 

This position is 25 hours/week, Monday through Friday - schedule is flexible. 

Position Responsibilities:

Bursary and Community Grants Administration

 o Develop and distribute granting program communications and manage inquiries.

o Receive and complete initial assessment of grant applications and prepare for committee review. 

o Communicate grant decisions, coordinate execution of agreements and distribute grants. 

o Receive, summarize and assess project completion reporting, develop recommendations and implement grant program improvements. 

o Manage grants database and reporting.

o Organize visits with grantees, capturing grant stories to share in print, on website and social media. 

Office Administration 

o General Office Duties- handle incoming/outgoing communications, book meetings, maintain office supplies, issue charitable receipts, prepare payment for invoices and complete bank deposits. 

o Communications - maintain contact lists and distribute communications including letters of thanks, fund letters and statements, newsletters, and grant letters and cheques.

o 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. 

o 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. 

o Office Procedures- Maintain up-to-date procedures. Recommend and implement new work processes and procedures to improve efficiency and accuracy for the Foundation.

o Board and Committee Support - Work with Board and Committees to develop agenda and meeting packages for meetings. Prepare and publish meeting minutes. 

Events Coordination

o Develop, plan, and support running of events including the annual community event and annual golf fundraising tournament.

Key Competencies:

o Excellent planning, administrative and organizational skills. 

o Self-starter able to work with limited supervision 

o Ability to develop and maintain successful working relationships with donors, community partners and volunteers. 

o Excellent verbal, written, and interpersonal communication skills. 

o Strong technical skills with Windows operating systems, Word, Excel, PowerPoint, Outlook, Microsoft Teams, survey and appointment scheduling software.