Grants & Scholarships Officer


Position summary

This position supports the administration of Santa Fe Community Foundation grants and scholarships processes. Responsible for preparing and coding grants, scholarships and non-operating non-grant records, and ensuring the accuracy of final disbursements upon mailing. Assists with administration of permanent restrictive funds and the team’s responsibilities within the competitive grantmaking process. Provides customer support to external constituents and serves as resource on grants and database procedures for internal staff.

Key Responsibilities

Grants Processes, Policies & Procedures
  • Stays current on IRS restrictions surrounding donor advised funds, as well as common foundation grantmaking practices to contribute to the development, maintenance, and implementation of foundation policies and processes.
  • Leads grant closeout procedures, overseeing the collection of overdue reports for all competitive community grants.
  • Identifies obstacles to report collection and helps establish standard procedures for closing grants.

  • Implements scholarship application guidelines with various committees on an annual cycle.
  • Ensures compliance with federal law and board policy.
  • Responds to inquiries regarding application process from both applicants, committee members, scholars, and institutions.
  • Monitors the process from application to scholarship award through notification letters and check disbursements.
  • Prepares scholarship records and ensures distribution of award letters in an efficient, timely, and accurate manner. 

Grant Entry
  • Supports the administration of all grants, including coding of fund assets to ensure grantmaking is in accordance with fund balances and spending policy.
  • Provides preliminary organization review to ensure recipient is current with IRS regulations, and grant data integrity.
  • Executes grant entry, coordinates appropriate approval and signature for checks and agreements, and ensures distribution of award letters in an efficient, timely, and accurate manner.
  • Provides oversight of fund assets to ensure grantmaking is in accordance with fund balances and spending policies.
  • Processes all grants to include performing due diligence on potential grantees in accordance with board approved policy.

Competitive Grants
  • Supports SFCF Competitive grants program, including preparing grants and grant agreements and provides support for grants monitoring. Provides technical support for applicants.

Customer Relations
  • Provides exemplary customer service to donor phone calls and emails.
  • Coordinates and corresponds with donor advised grant making requests.
  • Serves as contact for several external constituents, including fund contacts (donors, financial advisors, etc.), grant seekers (nonprofits, teachers, artists, etc.),and committee advised scholarship contacts.
    • For fund contacts, works with Donor Relations staff as appropriate in responding to inquiries from fundholders.
    • For grant seekers, provides information on SFCF grant opportunities, answering questions about foundation grantmaking policies and practices. Assists with customer support for online portals and online user record management.

Research & Data Analysis
  • Assists with research on overdue grant reports and stale checks and occasional nonprofit research for donors or programmatic staff.  Assists in fulfilling annual audit requests.

Database/Document Management
  • Ensures the accuracy and integrity of grants data.

  • Provides backup when needed to front of house staff in serving onsite guests and answering phones.
  • As appropriate, assists other departments and works as a member of interdepartmental teams to ensure the effective and efficient operations of SFCF.
  • At all times, demonstrates cooperative behavior with supervisors and coworkers. Other duties as assigned, dependent on organizational needs and employee skills.

Job Requirements

The ideal individual will have the ability to exercise good judgement in a variety of situations, strong written and verbal communication, administrative and organizational skills, and ability to maintain a realistic balance among multiple priorities:

  • At least five years’ experience working in an administrative office environment.
  • Strong understanding of computer programs listed: Adobe, Microsoft Word, Excel, Outlook, PowerPoint, BOX, SharePoint, Foundant C-Suite/ Grants Lifecycle Manager / ScholarshipLifecycle Manager experience a plus.
  • Ability to multitask in an organized and flexible fashion. 
  • Good judgment with problem solving, setting priorities and decision making.  
  • Aptitude for learning and utilizing systems that promote efficiency.
  • Effective at project management, including working independently as an initiative-taker. 
  • Excellent oral and written communication skills including public speaking, interpersonal, analytical and presentation skills.
  • Demonstrated experience managing competitive grants or scholarship processes.
  • A demonstrated ability to develop and steward productive, long-term relationships with individuals, families, nonprofits, and businesses.
  • At least three years of experience working with community-based organizations, governmental agencies, or nonprofits.

Values & Principles

  • Serve as an ambassador of the Santa Fe Community Foundation and its mission, vision, and guiding values of equity, perseverance, listening, and generosity.
  • Abide by SFCF’s policies and procedures, and act with candor, transparency, clear communication, and the highest ethical standards.
  • Serve as a team player and work collaboratively with all SFCF employees.
  • Uphold the highest standards of customer service for all SFCF constituents in terms of speed of response, accuracy, and completeness.

Please see PDF job description for complete list of desired skills and experience.

Our company

Why work for us

  • Company Benefits

  • Working Conditions

  • About the Santa Fe Community Foundation

The Santa Fe Community Foundation is an equal opportunity employer committed to valuing diversity and practicing inclusion. We actively seek and encourage applications from minorities, women, and people with disabilities

How to apply

Ready to join our team?

We are looking for top talent: people who want to use their abilities to make a lasting difference. If that is you, then please send your resume and a cover letter explaining your interest in the Grants & Scholarships Officer position and what you would bring to the Santa Fe Community Foundation. Submit your application online using the form below. No calls or emails please.

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Thank you!

Thank you for your interest in joining our team! We have received your application. Although this is an automated message, our team is working hard to evaluate applications and we will be in touch should your background and experience meet the requirements of this position. In the meantime...

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