Description

Areas of Key Responsibilities

Finance & Accounting

• Provide guidance and recommendations on financerelated issues
• Serve as inhouse support to the outsourced bookkeeping/accounting service
• Prepare documentation for the annual audit and Form 990
• Collaborate with the external accountant to produce timely and accurate financial statements and reports for the Executive Director, Finance Committee, and Board
• Coordinate the development of the annual budget with staff and Board committees
• Manage accounts payable and vendor relationships

Compliance

• Maintain required state filings and remittances with the State of Colorado
• Coordinate charitable solicitation registrations/renewals in relevant states with contracted vendor
• Lead pursuit of organizational effectiveness, including compliance with laws, regulations, and National Standards for U.S. Community Foundations
• Assist in developing and monitoring effectiveness of operating policies and procedures

Office & Administrative Management

• Establish, implement, and monitor administrative systems including operational processes and cross-functional support of programs and development
• Oversee office supply inventory and electronic and paper filing systems
• Coordinate maintenance of the physical office in collaboration with the landlord
• Identify opportunities to improve systems and processes in organizational workflow
• Provide general administrative support to the Executive Director and staff

Board & Committee Support

• Attend and support meetings of the Board of Directors and committees as needed
• Ensure that policies, resolutions, and meeting minutes are properly signed, stored, and maintained

Information Technology

• Manage the acquisition, setup, deployment, and retirement of technology equipment
• Oversee IT infrastructure including computers, cloudbased systems, copier, printers, and other hardware
• Ensure regular system updates, upgrades, and compliance
• Coordinate website updates from staff and Communications Contractor
• Serve as site administrator for key cloud-based platforms, including Microsoft Office, Zoom, CommunitySuite, SMApply, and Mailchimp

Risk & Policy Management

• Conduct annual reviews of insurance policies and coordinate updates with insurers
• Implement and maintain a regular policy review and revision process
• Draft new or revised policies as needed

Human Resources

• Consult with the Executive Director and Board on staffing needs and goals
• Coordinate with external HR partners on recruitment and onboarding
• Manage onboarding logistics, including enrollment in employee benefit programs
• Monitor and maintain employee benefits enrollments, updating as necessary
• Oversee proper storage and maintenance of HR records 

Program Support

• Provide administrative and technical support for scholarship and grantmaking processes
• Support the logistics of CFGV events, meetings, and review committees; assist in managing volunteers for special events

Donor Relations & Fund Development

• Prepare quarterly fund statements and related communications with the Director of Philanthropy
• Ensure timely acknowledgment of gifts
• Support donor advised fund grant recommendations in partnership with the Director of Philanthropy

Other Duties

• Support the Executive Director in advancing the strategic plan and Board goals
• Perform additional duties as assigned

Requirements

Skills & Qualifications

Required

• Minimum 5 years of experience in office management or operations
• Proficiency with Microsoft 365, Google Suite, and Zoom
• Familiarity with Mailchimp or similar email/marketing platforms
• Experience with accounts payable, accounts receivable, payroll, or similar financial tasks
• High comfort level with learning and managing new software and databases
• Outstanding organizational skills and exceptional attention to detail
• Ability to take initiative and work both independently and collaboratively
• Strong communication skills across a variety of audiences
• Commitment to fostering equity and inclusion within CFGV and the broader community

Preferred

• Experience in nonprofit administration
• Knowledge of community foundations or other grantmaking institutions
• Experience with CommunitySuite or other Foundant Technologies platforms