Community Impact Administrative Associate

About the job

Community Impact Administrative Associate

Position: Community Impact Administrative Associate
Reports To: Community Impact Program Manager
Type: Full Time (exempt)

Location: Downtown Albuquerque

Start Date: ASAP

Salary: $50,000 - $60,0000 | Commensurate with Experience, competitive benefits package

About Albuquerque Community Foundation

The Albuquerque Community Foundation (“ACF”) is a tax-exempt 501(c)(3) public charity created by and for people in the greater Albuquerque area, with Assets Under Management of nearly $200 million. ACF administers a permanent community endowment comprised of many gifts, large and small, and uses those resources to support nonprofit organizations and educational institutions. We serve primarily the four-county area of Valencia, Bernalillo, Torrance, and Sandoval counties, while maintaining a broader vision to lead in community philanthropy across New Mexico and beyond.

ACF serves as the sole member of the New Mexico Community Trust (“NMCT”), a statewide 501(c)(3) organization that extends our reach and impact across New Mexico. NMCT enables the Foundation to partner with communities, public agencies, and funders on large-scale initiatives, fiscal sponsorships, and collaborative funding efforts that address critical needs across the state.

Together, ACF and NMCT connect people, resources, and ideas to strengthen communities. Our leadership spans local, state, and national partnerships, and our donor-advised fund holders support causes both statewide and nationwide. We enable individuals, families, and organizations to engage in philanthropy in ways that are meaningful, flexible, and impactful—whether through immediate giving or long-term investment.

We invest in the long-term well-being of nonprofit organizations and bring people together to convene diverse voices, foster collaboration, and advance solutions to complex challenges. Our work is grounded in equitable practices and guided by our mission, vision, strategic priorities, and commitment to Diversity, Equity & Inclusion.

Position Overview

The Community Impact and Leadership Administrative Associate will maintain full ownership of the administrative tasks related to the Community Impact & Leadership (“CI&L”) team’s grantmaking programs while also providing administrative support for the Foundation’s Scholarship Program and executive support for the VP of Community Impact & Leadership and the rest of the department, as available. This role works closely with the CI&L Team to support the Foundation’s grant programs, organizational compliance and grant distributions. Additionally, this role manages the VP’s calendar and other priorities, providing coordination support for the CI&L Committee and the department. This position also assists in ensuring that all associated activities are centered in equitable practices and support the Foundation’s overall mission, vision, and values (“MVV”), strategic objectives and commitment to Diversity, Equity & Inclusion. The Foundation is a highly collaborative work environment, and staff are expected to support cross-departmentally where needed.

Main Job Responsibilities

Grants Administration

• Administering Community Suite grants module including but not limited to, entering grants, organizing grant backup, generating and mailing grant letters, and creating grant listings.

• Collecting and tracking reports from grantees and compiling data for Foundation reporting

• Administration and management of online Grant Lifecycle Management system for the Annual Grant Cycle Program and other grant opportunities that require online applications (this may include creating online grant applications, importing applications, organizing/distributing applications as needed, processing grant awards)

• Assist with coordinating logistics on various grant programs (this may include designing Requests for Proposals, coordinating grant presentations with nonprofits, generating grant contracts, filing and maintaining contracts and entering grants into Community Suite)

• Assist with the administration of the Foundation’s scholarship programs, including maintaining scholarship information and applications within the Scholarship Lifecycle Management (SLM) system, making routine updates to applications and program materials, organizing application materials, and supporting scholarship award processing and related administrative tasks.

• Respond to scholarship inquiries from students, families, schools, and other stakeholders via email and phone, escalating complex questions to the appropriate staff member as needed.

• Assist with the scholarship selection committee preparation, including organizing application materials, preparing committee materials, coordinating logistics, tracking committee timelines, and providing other administrative support as needed.

Executive Support (VP of Community Impact & Leadership)

• Manage and prioritize the VP of Community Impact & Leadership's calendar to ensure alignment with strategic priorities.

• Coordinate meeting logistics, scheduling, and preparation for internal and external engagements.

• Prepare briefing materials, agendas, and follow-up items to ensure the VP is well-prepared.

• Handle sensitive communications and correspondence with professionalism and confidentiality.

• Anticipate needs, manage competing priorities, and troubleshoot scheduling or logistical challenges.

• Track key follow-ups, commitments, and action items related to CI&L priorities.

• Manage email inquiries and other communications with nonprofits.

Other Responsibilities

Assist the Community Impact & Leadership department by:

• Coordinating grant panel logistics, including cultivating community relationships to support grant panels

• Working with the Board, nonprofits, donors and prospective donors

• Support with the CI&L Committee, including drafting agendas and meeting minutes and providing logistical support.

• Updating the Communications & Operations Team with grant deadlines and ongoing grant content

• Managing timelines for grant deadlines and grant reporting

• Maintaining grant tracking database

• Assisting with maintaining scholarship records, timeline, databases, and related administrative tracking.

• Maintaining nonprofit database for interested donors

• Assisting organizations and individuals with the online application process

• Responding to all grant, scholarship and impact questions

• Developing and managing strategic outreach to local nonprofit organizations, collecting and tracking reports from grantees, and compiling data for Foundation reporting

• Maintaining policies and procedures for grantmaking in line with current IRS Rules and Regulations

• Assisting with other administrative tasks related to grant and scholarship programs as needed

• Composing and managing minutes of interdepartmental meetings as needed

• Team Collaboration - participate in Foundation-wide events, meetings, and initiatives as needed, including but not limited to Board of Trustee meetings and the Annual Meeting

• Community Engagement - represent the Albuquerque Community Foundation at community events, networking functions, and other public forums

• Diversity, Equity and Inclusion - all staff are encouraged to develop a practice and learning around diversity, equity, and inclusion

Organization Mission, Vision, and Values

• All staff are encouraged to develop, and practice, continue learning around diversity, equity, and inclusion

• All staff are encouraged to practice the Foundation’s MVV and working agreements during Foundation activities

Qualifications and Skills Required

Education & Experience:

• Bachelor’s degree preferred, but not required

• Three or more years of experience in an administrative or clerical position preferred

Alignment with Foundation Values:

• Trust: Build relationships based on authenticity, actionable change, adaptability, and cultural humility

• Equity: Address ongoing injustice and work to change systems of oppression and harm

• Accountability: Be responsible and transparent in learning, striving, and adapting towards becoming the community’s foundation

• Integrity: Provide high-quality service with humility and respect

Technical Skills & Communication Skills:

• Proficiency in Microsoft Office products

• Experience in Adobe, Canva, etc., preferred

• Develop knowledge and expertise in Community Suite and Grant Lifecycle Management software

• Excellent verbal and written communication skills

• Engaging interpersonal communication style

Work Style:

• Anticipates needs before being asked (preps materials, coordinates schedules, determines/manages next steps post meeting)

• Self-motivated, initiative-driven, and integrity-based work style

• Ability to prioritize competing time and schedule demands

• Attention to detail

• Exhibits a professional, courteous, and friendly demeanor

• Dependable and sound decision-making capability

• Ability to work independently and in a team environment

Other:

• An understanding of philanthropy and a commitment to the mission of the Albuquerque Community Foundation

• High level of integrity, ethics, professionalism, and discretion in handling confidential information

• Must be available to attend Foundation events and interact positively with attendees

• Must be able to successfully pass a pre-employment background investigation

• Current valid New Mexico Driver’s License and insurable

Work Environment

This position is required to work in the Foundation office and be available during working hours (Monday-Friday, 9 am to 5 pm). Reimbursable travel throughout the four county areas comprising the Greater Albuquerque Metropolitan Area is required. Occasional reimbursable travel outside that area may be required from time to time.

The Foundation operates with a small staff. All staff members are expected to participate as needed in all areas.