Grants & Administrative Coordinator

POSITION SUMMARY:The Grants & Administrative Coordinator is a member of the Fostering Success Act, Inc. Team (FSA), working closely with the Executive Director to achieve the goals of the FSA Board. Responsible for handling day-to-day functions of the office, supporting the Executive Director by assisting with the management of the tax credit applications, approvals, payment and reporting processes, evaluating requests and executing approved grants, tracking impact of grants and/or implementing in-house projects. Based on skills and capacities, this position could take on more responsibilities.ROLES & RESPONSIBILITIES:Manage tax credit process including data entry, applications on behalf of taxpayers, monitoring state approvals, walk-through the process sessions, communication around approvals and making payments, receiving/processing payments, completing tax forms and reporting to the state.Set up and manage the process for the University System of Georgia Foundation (USGF) Scholarship tracking system, create and communicate Authorization for Billing letters to bursar offices each term, and manage reimbursement requests and payments from USGF to FSA. Troubleshoot as needed.Coordinate and process grant applications and payment requests for foster organizations and the Georgia Foster Care Scholarship program. Receive, review, obtain additional details as needed and make recommendations to the executive director for new and renewal grant municate with foster organizations including the Grant Application Process, virtual walkthrough of the process, notification of designated funds received and approved grants.Executes grant payments and tracks expenditures to foster organizations, youth and the Georgia Foster Care Scholarship program.Monitor foster organization spending each quarter and request receipts for any noteworthy expenditure(s). Raise any issues to executive director to address and resolve.Assist in youth application process for support by completing intake assessments to determine eligibility for the FSA program as needed.Maintain database for contacts, tax credits, general donations, foster organizations, youth engagement, scholarship programs and resources. Create targeted lists as requested for various communications.Support the Executive V.P. of Donor Development with database management, reporting, contributor relations and other projects assigned by the Executive Director.Answer & return calls to FSA main phone line. Forward messages to team members as needed.General clerical duties including scanning, processing mail, and e-mail. Monitor and respond/forward emails in Admin@ and Info@ FSA email accounts as needed.Create and manage reporting around youth, tax credit approvals/receipts/expenditures, foster organization stats, marketing stats and others as identified.Manage office receipts and expenses. Receive, review and submit invoices for processing in Workday.Operational Marketing Assistance: Schedule FSA database email deployments, manage the marketing calendar with vendor partners and accounts to ensure timely deployments, track performance metrics and summarize analytic reports, work with designer to update school maps.Provide exceptional customer service to contributors, youth, foster organizations and partners through all forms of communication to build trust and relationships.Maintain electronic and hard copy filing systems and database.Take on special projects as needed for FSA including assisting with scheduling and execution of special events/conferences as time allows and attend when multiple personnel are needed.Scan and upload meeting notes and documents.Oversee office supply inventories and place orders as needed.Assist in board meeting preparation and annual reporting for stakeholders.Help arrange travel to conferences and visits to grantees.Performing Day to Day:Manage tax credit applications, communications, payments and reporting on behalf of individuals and businesses.Manage grant and scholarship program processes.Responsible for scheduling events, reporting goals versus results for fundraising, contacts and marketing performance and, preparation of board meeting materials.Schedule site-visits to foster organizations to evaluate support services for matching with youth opportunities and evaluate success or learnings from partnerships.Maintain database including document and report creation, data evaluation and reporting as needed for FSA.Manage document capture through email, mail and meeting documents received and ensure they are scanned and uploaded to the organization.Schedule travel and coordinate trip schedules.MANAGEMENT:Manage projects, programs, or interns based on experience and capacity.QUALIFICATIONS - EDUCATION, WORK EXPERIENCE, CERTIFICATIONS:RequirementsBachelor's degree or equivalent work experience.Database administration, use and training experience preferred.Customer service, sales and/or marketing experience preferred.Experience with Microsoft Office 365 products (Word, Excel, Outlook, Sharepoint, Forms/Flows).Documented high level of personal and professional mitment to JH Values of Others First, Wisdom and Growth.Excellent listening and problem-solving skills to work with and understand team members and FSA partners.Highly relational and approachable, with outstanding interpersonal skills. Work well within team and individual frameworks with modest supervision. A flexible team player that contributes to a strong sense of community.Must take seriously the responsibility of representing FSA in all aspects of their interactions with contributors, youth, associates, grantees, foster organizations, partners, and all internal and external communications.KNOWLEDGE, SKILLS, AND ABILITIES:Strong organizational skillsAttention to detail and accuracyHigh degree of accountabilityWillingness to adapt to changing and evolving legislation and organization needsDatabase administration skillsFluent with Microsoft Office SuiteVerbal and written communication skillsAnalytical and problem-solving skillsSelf-motivated/goal-oriented individualTeam player, partner and advocate within communityAbility to keep information confidentialExcellent relational skills and positive attitudeOpen mind to different strategies for solving issuesServant leader qualitiesCommitment to Jackson Healthcare and FSA values of others first, wisdom, and growthTRAVEL REQUIREMENTS & WORKING CONDITIONS:The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this jobReasonable accommodations may be made to enable individuals with disabilities to perform the essential functionsWhile performing the duties of this job, the employee is frequently required to stand; walk; sit; use hands to finger, handle, or feel; write; type; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; talk or hear; and smellThe employee must frequently lift and/or move up to 50 poundsSpecific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

Created: 2025-04-28