Administrative Coordinator

Job Title: Community Engagement Administrative Assistant / Administrative CoordinatorJob Description

This one-year, full-time contractor role provides operational and administrative support for a corporate foundation and community engagement function. The Community Engagement Administrative Assistant helps manage day-to-day foundation grants and corporate contributions workflows, responds to routine stakeholder questions, supports standard reporting, and assists with data cleanup and documentation to ensure accurate, timely, and compliant community investment activities.

Responsibilities

• Coordinate the end-to-end workflow of foundation grants and corporate contribution requests through established review, approval, and payment processes.

• Use CRM and payment processing systems, including Blackbaud Grantmaking, Foundation Source, and PeopleSoft, to manage grants and contributions efficiently and accurately.

• Monitor the intake of grant and sponsorship inquiries and grant applications, and provide detailed information and reports on submission stages.

• Facilitate grant and contribution payments, ensuring efficient processing while maintaining compliance and accuracy.

• Prepare and send routine decline letters and other standard communications to applicants and stakeholders.

• Maintain accurate records for grants, nonprofit partners, contacts, and related activities within the designated systems.

• Track workflow to support timely review, approval, and payment processing for grants and contributions.

• Respond promptly to basic system and process questions from internal stakeholders, including operating company external affairs teams.

• Provide routine support to applicants and grantees regarding submissions, payment status, and technical issues.

• Escalate complex, sensitive, or policy-related questions to the appropriate community engagement team members while maintaining confidentiality and internal standards.

• Assist with data cleanup activities required for system improvements and ongoing database maintenance.

• Review and update organization, contact, grant, and contribution records for accuracy, completeness, and consistency.

• Identify duplicate, incomplete, or inconsistent data and document issues for follow-up and resolution.

• Export, prepare, and distribute routine reports for internal and external stakeholders using established templates and processes.

• Compile basic grant, contribution, and request-status information to support recurring reporting needs.

• Ensure reporting information is complete, organized, and delivered on schedule.

• Maintain organized files, records, templates, and reference materials related to community engagement workflows.

• Provide administrative support for meetings, communications, and special projects as assigned.

• Represent the community engagement team professionally in interactions with internal business partners and external nonprofit stakeholders.

Essential Skills

• High school diploma or equivalent required.

• Minimum of 3 years of experience in administrative support, customer service, data entry, grants administration, nonprofit, corporate philanthropy, or a related field.

• Proficiency with Microsoft Office applications, especially Excel, Outlook, Word, and Teams.

• Ability to learn and use grants management systems, customer relationship management platforms, payment tools, and other internal systems.

• Strong attention to detail with the ability to maintain accurate records, follow established procedures, and meet deadlines.

• Ability to communicate clearly and professionally with internal business partners and external nonprofit stakeholders.

• Strong organizational skills with the ability to manage multiple recurring tasks with limited supervision.

• Demonstrated experience in customer service and clerical or administrative assistance roles.

• Proficiency in data entry and general administrative functions.

Additional Skills & Qualifications

• Associate or bachelor's degree in business administration, nonprofit management, communications, public affairs, or a related field preferred.

• Experience with grants administration, nonprofit organizations, or corporate philanthropy environments.

• Familiarity with Blackbaud Grantmaking, Foundation Source, and PeopleSoft or similar CRM and payment processing systems.

• Experience producing routine reports and working with standardized reporting templates.

• Ability to handle sensitive information with discretion and maintain confidentiality.

• Comfort working in a structured corporate environment with established processes and workflows.

Work Environment

This is a one-year, full-time contractor position based 100% on-site in a cubicle office environment at a corporate headquarters. Standard hours are approximately 9:00 a.m. to 5:00 p.m., providing a predictable daytime schedule. The role involves frequent use of Microsoft Office applications (Excel, Outlook, Word, Teams) and specialized systems such as grants management, CRM, and payment processing tools. The dress code is business casual, and the environment is professional and collaborative, with regular interaction with internal teams and external nonprofit partners.

Job Type & Location

This is a Contract position based out of Columbus, OH.

Pay and Benefits

The pay range for this position is $36.11 - $42.39/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: - Medical, dental & vision - Critical Illness, Accident, and Hospital - 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available - Life Insurance (Voluntary Life & AD&D for the employee and dependents) - Short and long-term disability - Health Spending Account (HSA) - Transportation benefits - Employee Assistance Program - Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Columbus,OH.

Application Deadline

This position is anticipated to close on Sep 4, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on click.appcast.io (%View email address on click.appcast.io) for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.