Join OCCF:
The Oklahoma City Community Foundation (OCCF) brings people together to invest in our community and those who live here. Founded in 1969 and one of the 20 largest community foundations in the country, OCCF partners with donors and nonprofits to impact our community’s most pressing needs and ensure support well into the future. As a growing organization, we are expanding our services and efforts to transform lives across Central Oklahoma and beyond. We offer competitive salary, generous benefits, including a 403(b)-retirement plan, paid leave, and we are building an energized, values driven culture. We welcome talented, committed, caring individuals to join our team in connecting donors, programs and initiative to advance our mission to serve Central Oklahoma
Position:
The Community Programs Assistant supports the Community Programs team by providing administrative, operational, data management, and event support. This role serves as a primary resource for program communications, database accuracy, committee and trustee meeting coordination, grants administration support, and general customer service related to community programs. The position plays a key role in maintaining organized systems, supporting reporting needs, and ensuring a positive and professional experience for grantees, committee members, trustees, donors, and community partners.
Principal Duties and Responsibilities:
Programs & Grants Administration
- Serve as a team resource for database updates, reporting, and data integrity related to community programs and grants using Fondant’s Community Suite (GLM).
- Process grant awards online and maintain accurate award documentation and records.
- Prepare and print grant-related materials, including cover letters and guidelines.
- Double-check mailing addresses, stuff envelopes, and coordinate grant mailings, documenting when checks are mailed and to which address in GLM.
- Mail grant checks and track distribution details; coordinate mailing versus pick-up documentation when applicable.
- Support onboarding of new grantees and update records based on approved reports.
- Upload thank-you notes from grantees into GLM.
Communications & Customer Service
- Serve as a primary contact for general Community Programs email inquiries, providing professional, timely, and accurate responses.
- Support implementation of best practices for customer service across Community Programs inquiries.
- Maintain confidentiality, exercise sound judgment, and demonstrate professionalism in all communications.
Meetings, Committees & Events
· Coordinate logistics for Committee and Trustee meetings, including:
o Booking internal meeting rooms and setting up Zoom meetings.
o Preparing meeting rooms and ordering additional snacks as needed.
o Printing meeting materials and guidelines.
o Checking in meeting guests and managing attendance.
o Writing and distributing meeting minutes.
o Tracking committee and trustee thank-you gifts.
· Support information meetings by:
o Scheduling sessions and managing RSVPs.
o Providing headcounts to the Office Manager.
o Updating and printing information meeting slide decks and guidelines.
o Checking in guests and supporting day-of logistics.
- Assist with event coordination for Community Programs meetings and events as assigned.
Data, Systems & Organizational Support
- Maintain strong data integrity by developing and following processes that ensure databases remain current, consistent, and useful.
- Monitor GLM updates and notify relevant staff of helpful or impactful changes.
- Organize and maintain electronic files within shared F: drive and/or OneDrive systems.
- Assist with special projects, including donor- or program-related research initiatives.
Administrative & Office Support
- Provide general Community Programs administrative support as needed.
- Provide periodic backup at the reception desk when requested.
- Provide backup support for departmental invoices and payment-related processes.
- Actively contribute to a collaborative, mission-driven team culture and support organizational values.
- Works with and provides support to volunteer review committees for grant recommendations brought forth at quarterly Trustee meetings.
- Core Competencies
- Actively contributes to the Foundation’s mission, supports the organization’s culture, and values all other team members.
- Works collaboratively with team members to brainstorm ideas, solve problems, and implement meaningful solutions.
- Ability to embrace change positively, contributing to a resilient and agile team culture.
- Ability to maintain confidentiality, exercise good judgment, and maintain professionalism within a dynamic environment.
Qualifications & Skills:
- High School diploma or GED equivalency.
- Minimum 2 years of experience in either customer service, donor relations, client relations, grants and/or scholarship relations and management, or philanthropy.
- Strong computer skills including direct experience with data entry and reporting using an integrated database system and Microsoft Office.
- Excellent time management skills with a proven ability to meet deadlines.
- Excellent organizational skills and attention to detail.
- Ability to solve problems and multitask.
- Embraces change positively, contributing to a resilient and agile team culture; maintains confidentiality, exercises good judgment, and maintains professionalism within a dynamic environment.
- Positive approach to team-based work and commitment to organizational objectives.
- Minimum of two (2) years of administrative experience.
- Strong verbal, written, and interpersonal communication skills.
- Ability to thrive in a fast-paced environment and work collaboratively with all stakeholders on and off-site.
- Intellectual curiosity and ability to learn quickly, ask thoughtful questions, and synthesize information.
- Computer skills, including strong working knowledge of Excel, Word, and Outlook.
- Other duties as assigned.
Preferred:
- Experience in community-based nonprofit organizations preferred.
- Working knowledge of donor database management systems; experience and proficiency in Foundant technology platforms (GLM and CSuite) are a strong plus.
- Working Conditions & Physical Demands:
- Prolonged periods of sitting at a desk.
- The ability to lift objects of 25 lbs.
- Extended periods of working with a computer, requiring the ability to focus on tasks and navigate software interfaces.
- Requires fine motor skills, including using touch, pinch, or prick, primarily with fingers. This involves precision and dexterity for tasks such as typing, clicking and manipulating small objects.
- Strong visual acuity is essential for reading information on a computer screen and discerning details.
- The work environment is an office setting with minimal noise.
- Minimal travel in the metro and surrounding area.
*This position is a safety-sensitive position based on the frequent operation of a motor vehicle*
To apply, please send a cover letter, resume, and three references with the job title in the subject line to [email protected].
Oklahoma City Community Foundation provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status,
genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
Pay: $45,000.00 - $55,000.00 per year
Benefits:
- 403(b)
- Dental insurance
- Employee assistance program
- Flexible schedule
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
