Position Summary

The Impact Coordinator is a critical member of the Community Impact’s People, Power, and Policy (3P) team and is one of two Impact Coordinators that supports the work of this team. The Impact Coordinator works with senior directors, directors and program managers to facilitate and execute grantmaking and operational tasks. The Impact Coordinator provides scheduling and administrative support for the AVP and one of the team’s two Senior Directors. The Impact Coordinator is responsible for essential organization and project management tasks such as tracking administrative and grant budgets, processing expenses and invoices, and following procedures to ensure the implementation and operational success of the Trust’s funding programs, initiatives, relationships, and partnerships. The Impact Coordinator serves as the team’s operational, grantmaking and administrative liaison to colleagues within the Community Impact team and across Trust departments including Learning and Impact, Finance, and Grants Administration. The Impact Coordinator fields external inquiries and serves as a point of contact to external partners such as community-based organizations and other community stakeholders.

Position Responsibilities

Supports team grantmaking processes and activities including preparing pre-work, drafting communications and grant recommendations, and scheduling site visits.
Develops and tracks project and grant funding program timelines and ensures grantmaking process guidelines and deadlines are met.
Supports the team on drafting and editing requests for proposals, including outlining grantmaking criteria, outcomes and measures of progress to be captured and proposal evaluation rubrics Communicates grant making guidelines, deadlines, and requirements to potential and current grant recipients.
Coordinates the collection, research, tracking and sharing of data, reports, documents, tools, etc. with appropriate parties for various projects.
Tracks, monitors, and facilitates the execution of contracts.
Tracks and regularly updates the team’s grants and administrative budgets for review with Senior Directors and AVP.
Communicates and collaborates with colleagues across the Trust to execute programmatic work and administrative functions including with Grants Management, Philanthropic Services, Learning and Impact, Finance, Strategic Communications, and Trust-sponsored funder collaboratives.
Provides meeting coordination support including related administrative tasks, i.e., drafting agendas, pre- and post-meeting communication, tracking attendance, note taking, documenting meeting outcomes and tracking follow-up.
Provides logistical support for team convenings, events and workshops with external partners including ordering food, securing meetings space, ensuring attendees have access to the building, preparing meeting materials, name tags/tent cards, and greeting visitors,
Provides calendar management and scheduling support for the AVP and Sr. Director/Director.
Upon request, attends and represents the People, Power, and Policy team at external events (e.g., funder briefings, coalition meetings, grant partner events).
Support on drafting memos or presentations to staff, Executive Committee, and external stakeholders upon request.
Provides support in on-boarding team staff members, including task, process, and systems-related one-on-one training to full-time, temporary staff, and interns.
Other duties as assigned.

Position Competencies

To perform the job successfully, an individual should demonstrate a basic proficiency level in the following:

Collaboration. Effectively builds relationships and works cooperatively with others to meet objectives.
Communication. Clearly communicates ideas, plans and priorities to others and acknowledges differing views.
Customer Service. Responds with a problem-solving approach, clarity and timeliness to internal and external stakeholder requests.
Organizational Agility. Views change as an opportunity and works well in uncertainty with guidance.
Problem Solving. Gathers facts and information to solve problems directly related to own role and functional responsibilities.
Project Management. Manages assigned tasks with given timelines and available resources; assists the team with mapping out and meeting grant cycle timelines.
Community Relationship Building and Cultivation. Is accessible and approachable to others; supports colleagues and remains in contact with existing networks.
Grant Making. Understands and problem solves within the grants management system; understands needs, analysis and evaluation of Requests for Proposals (RFPs) and potential grantees; assists the team with early-stage writing of funding programs and grant write-ups.
Compliance. Interacts directly with grantees to work through and solve potential compliance issues or one-off questions regarding the process.
Stakeholder management. Effectively engages and communicates with colleagues, and manages up to multiple leaders with different expectations.

Experience and Skills

Position Qualifications:

An associate’s degree or bachelor's degree, or a minimum of 2-3 years of equivalent training and work experience in an administrative or grants administration role.
Exceptional attention to detail.
Excellent Microsoft Office (Outlook, Word, Excel, Power Point) and internet skills.
Proficiency with online systems and databases, including the ability to quickly learn Salesforce and Concur skills.
Excellent verbal and written communications skills: proofreading, composing and editing communications; ability to maintain confidentiality.
Excellent organizational skills with the ability to manage multiple tasks and priorities, and anticipate team needs
Ability to work independently and take initiative, seeking guidance when needed.
Effectively meets timelines and is accountable to teammates and colleagues.
Ability to communicate effectively with internal and external partners and stakeholders.
Ability to be flexible and adaptable to unanticipated work and emerging priorities
Ability to compile, analyze and display data.
Willingness to work as a team player.
Flexibility in work hours. May include occasional evening/weekend hours.

The Chicago Community Trust

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Impact Coordinator, People, Power, and Policy