Grants and Scholarships Coordinator

Nature of Work

The Coordinator, Grants and Scholarships assumes a multifaceted role encompassing comprehensive administrative and technical support, alongside maintaining communication channels with students, applicants and grantees while orchestrating the management of scholarship and grant applications via our online platform with meticulous attention to detail. As a vital member of the team, the Coordinator, Grants and Scholarships is responsible for ensuring seamless support for both grants and scholarships while fostering positive relationships with stakeholders.

This position requires an individual who manages multiple tasks simultaneously, possesses composure under pressure, interacts with internal and external constituencies positively in a fast-paced environment, solves problems creatively, takes initiative, attends to details, anticipates needs and responds nimbly to unforeseen circumstances.

Essential Job Functions

• Collaborate with relationship managers and external parties on cycle updates.
• Prepare scholarship and grant opportunities for posting on website, create/launch online applications and update email templates.
• Respond to general questions via email and phone.
• Setup and monitor all volunteer evaluators.
• Qualify and prepare applications for review committees.
• Monitor workflows for follow-up and action items.
• Perform due diligence for recommended payments following Foundation and IRS guidelines.
• Process all payments per Foundation and IRS guidelines.
• Notify recipient of award/decline of an application via the online system and process terms of agreement information as needed.
• Prepare documentation to produce award payments.
• Prepare letters/attachments for mailing as needed.
• Pull reports from Foundant as requested.
• Represent ACF at scholarship and grant interviews, workshops and trainings as needed.
• Manage a portfolio of scholarship funds that have no living donor.
• Other duties as assigned, including backup support

Knowledge or Skills

• Detail oriented with the ability to interpret and accurately apply complex grantmaking procedures.
• Excellent verbal and written communication skills with the ability to organize and present complex information effectively.
• Ability to operate in a highly collaborative environment while able to work independently and be self-motivated.
• Organized with exceptional time management and follow-up/through skills and the ability to be adaptable and flexible to address urgent situations or changing work priorities.
• Strong technology skills, including experience in working within a database and creating and preparing reports from databases. Advanced proficiency with all Microsoft Office applications, internal collaboration tools, virtual meeting and conferencing tools, and the willingness to learn and adopt new technologies.
• Excellent interpersonal skills and the ability to work effectively and independently in a back office role as well as work collaboratively with colleagues and the public directly.

Other Requirements

• One to three years of experience in grants administration or related field, such as accounting, or a bachelor’s with at least two years of related work experience.
• Local and/or regional travel, as required.  
• Be able to operate general office equipment to include computers, multifunction printers, AV equipment, VOIP phone system, and the multiple software platforms that are essential to the organization
• Present the organization in a positive and professional manner

Major Accountabilities

• Support the scholarship and grant processes.
• Manage multiple projects and situations in an effective and efficient manner.
• Effectively communicate, verbally and in writing, at all levels.
• Accurately and timely completing of distributions processing.
• Be an independent, critical and creative leader.
• Work with students and schools to administer awards.
• Represent the Arizona Community Foundation in a positive and professional manner.
• Provide accurate reports as requested.

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by incumbents of the position. Incumbents may be required to perform other job-related tasks other than or in addition to those specifically presented in this description.