Office and Grant Coordinator

POSITION: OFFICE AND GRANT COORDINATOR (PART-TIME, 20 HOURS PER WEEK)

Organization: Mt. Vernon Education Foundation (MVEF)

Location: Fortville, Indiana

Reports to: Executive Director (ED)

Send Resume to Renee@MtVernonFoundation.org

ABOUT MVEF

The Mt. Vernon Education Foundation is a leader in educational excellence in the Northwest Hancock Region. MVEF works tirelessly to enhance the educational experience of students, support staff initiatives, and promote a culture of lifelong learning. Rooted in community engagement and commitment, MVEF endeavors to ensure every student is provided with the resources and opportunities to succeed.

POSITION OVERVIEW

The Grant and Office Coordinator, as a pivotal member of the MVEF team, will play a dual role: spearheading the foundation’s grant initiatives and ensuring seamless office operations. With a focus on fostering community relationships and optimizing organizational processes, this role is integral to the foundation’s mission.

HOURS

A part-time position of 20 hours per week, pay range of $15-$20.  Will consider a minimum of 920 hours a year and a maximum of 1000 hours annually.  Six weeks of unpaid leave annually at the discretion of the executive director. 

KEY RESPONSIBILITIES

Office Administration

Administrative Support: Provide robust administrative support to the ED.

• Oversee diverse administrative duties, including managing fundraising events and donor prospects, supporting solicitations, tracking and acknowledging donations, and preparing essential information for meetings.
• Prepare, compile, and distribute materials for board meetings and presentations, including preparing minutes.
• Creates and maintains Foundation files, both paper and electronic in accordance with retention policies 
• Maintains Board By-Laws, Guidelines, and Committee Descriptions, ensuring all are current.

Database Management: Ensure the accurate recording of information across databases, file systems, and records; update and revise as necessary.

Communication: Coordinate inbound and outbound communications, ensuring timely responses and effective communication streams.

Event Management: Assist in planning, organizing, and executing MVEF events that reflect MVEF’s principles and objectives as directed by the ED.

Community Engagement & Development Support:

• Ensure personal accountability for deadlines and timely responses to the MVEF team and volunteers.
• Supports steady communication between committee members and committee leaders.
• Promote MVEF’s mission in all tasks and interactions.
• Supports ED in building enduring relationships with donors, volunteers, and community partners to enhance MVEF’s community footprint.

Marketing Support: Aid in crafting compelling narratives to update MVEF’s website, social channels, and email marketing campaigns, ensuring consistent and engaging messaging.

 Grant Management

Internal- Teacher Classroom Grants

• Coordinate with potential grantees, ensuring applications are complete and meet foundation criteria.
• Organize and maintain updated records of all grant applications, awards, rejections, and feedback.
• Assist the ED in reviewing applications and disbursements.
• Order, monitor, and track grant disbursements to ensure timely release of funds.
• Regularly communicate with grantees, ensuring project progress aligns with grant terms.

External

• Research: Identify potential grant opportunities that align with MVEF’s mission and objectives.
• Application: Facilitate the grant application process, gathering required documents, drafting proposals, and submitting applications in a timely manner.
• Coordination: Collaborate with the ED and internal committees to gather data and insights for grant applications and reports.
• Disbursement & Tracking: Ensure timely disbursement of grant funds and meticulous tracking of their utilization.
• Reporting: Compile and submit interim and final grant reports, ensuring compliance with terms and conditions.

Team Collaboration & Communication: Collaborate with MVEF committees, promoting transparency, shared goals, and mutual respect.

Continuous Learning: Stay abreast of industry best practices and attend workshops and seminars to enhance role efficacy.

QUALIFICATIONS

• 2-4 years of relevant work experience, with a preference for those familiar with grant coordination and office management.
• Proficiency in Microsoft Office Suite and Google Workspace.
• Familiarity with QuickBooks (for accounting), Bloomerang and OneCause (for donor management), and WordPress (for website updates).
• Strong organizational skills with the ability to simultaneously manage multiple projects. 
• Demonstrated success in grant application and management.
• Outstanding written and verbal communication skills, coupled with keen attention to detail.
• A proactive mindset, able to foresee challenges and act preemptively.
• Flexibility to work outside regular office hours when necessary. Regular Hours 9-2 M-F
• Maintains confidentiality in all areas Donor data, grant data & scholarship recipients.