Program Administrator – Community Investment

Description

Reporting to the Director of Community Investment (DOCI), the Program Administrator (PA) provides critical administrative and project management tasks to ensure the smooth functioning of the foundation’s community investment programs. This team member supports our various stakeholders in navigating the foundation’s application-based grantmaking and impact investment systems, technology, policies, and procedures and responds accurately and promptly to staff, donor, and partner inquiries. In addition, the Program Administrator performs coordination activities as needed, including event and meeting support, scheduling assistance, and recordkeeping. Below are some of the core, recurring activities for this role and other duties may be assigned by the DOCI. This position allows for flexible work within the parameters assigned established by the Community Foundation and agreed to by the DOCI.

Job Duties

Program Administration

• Provide administrative support for application-based grant programs throughout the life cycle of each grant round including collecting and organizing applications, conducting basic due diligence, providing technical assistance to applicants and grantees, moving applications through the online grants management process, scheduling financial distributions, and grantee tracking.
• Provide administrative support for local impact investing program including collecting and organizing proposals, conducting basic due diligence, providing technical assistance to applicants, supporting the review process, scheduling financial distributions, and accounts tracking in collaboration with the foundation’s finance team.
• Serve as an expert in the foundation’s grants management system, Foundant/GLM, including overseeing its administration, refining and enhancing systems and workflows, data
• Provide general operational support including the organization of files, creation of presentation materials, data entry and analysis, generating reports from database and translating data into meaningful insights for programs under administration.
• Provide support for the planning and execution of grantmaking and local impact investment committees and other group meetings (templates, agendas, scheduling, presentation materials, portal etc.).
• Provide exemplary customer service to community partners, grantees, applicants and key stakeholders including timely communications, information about grantmaking programs, and technical assistance.
• Research and stay informed about community trends affecting the Central Virginia area.
• Monitor related grantmaking approaches, relevant issues, and trends, reviewing publications and attending related conferences, meetings, and other events as appropriate.

Administrative Support & Project Management

• Oversee management of a departmental master calendar and planning and execution of teamwide meetings and retreats
• Participate in the development and refinement of policies and procedures that guide the distribution of resources from the Community Endowment Fund to ensure consistent execution of core activities and the necessary infrastructure to support this
• Manage review, update, and storage of departmental policies and procedures
• Coordinate and participate in logistics support for departmental activities and events as needed
• Support the implementation of equity-forward departmental practices and procedures in alignment with the foundation’s equity commitments
• Participate in departmental project management, including resource planning, prioritization and sequencing of tasks, and progress reporting
• Participate actively in team culture-building and equity-learning work of the team
• Support the Director of Community Investment to develop and implement strategies to achieve equitable access to Community Foundation resources and equitable results in the region

Skills Required

The successful candidate thrives as part of a team that values integrity, open and direct communication, vulnerability, and empathy. They will bring an eagerness to learn, a strong attention to detail, a willingness to take ownership of tasks both big and small, and an ability to remain flexible and adapt to change. They will be a team player, an active problem-solver, and open to new ideas.

We encourage applications from candidates who have lived experience with the social challenges that we seek to address and with the communities that have experienced adverse effects of unequal social and economic systems. Relevant lived experiences will be weighed equally with professional experiences. The work of the foundation is explicitly but not exclusively centered in racial equity, and this position will operate under this lens.

Additionally, the following are desired qualifications:
▪ Five or more years of relevant professional experience in program administration, grants management, and project management
▪ Experience managing and prioritizing multiple priorities and tasks at any given time, demonstrating strong attention to detail and delivering high-quality work in a timely manner
▪ Personal qualities of integrity and ultimate discretion regarding confidential matter
▪ Demonstrated proficiency with the Microsoft Office suite (Word, Excel, Outlook, and Teams) and relational database programs, and the aptitude to learn new programs quickly and support others in their learning and utilization of software programs
▪ Self-starter who takes initiative and adapts to ever-changing conditions and priorities with calm
▪ A strong customer service orientation, with outstanding communication and collaboration skills

Work Schedule

Position is based in Charlottesville, VA. Hybrid work schedule with time in the office expected. Preference will be given to applicants who reside in or are willing to relocate to the service area of the city of Charlottesville or the counties of Albemarle, Buckingham, Fluvanna, Greene, Louisa, Nelson, and Orange.

Additional Info

To apply: Applications will be reviewed on a rolling basis. The application deadline is February 15,2026

Submit the following in an email to careers@cacfonline.org. Include “Program Administrator – Charlottesville Area Community Foundation” in the subject line.
● Résumé
● Cover letter (Please address how your lived experiences and past work history have prepared you for this position—specifically how you will align with the foundation’s racial equity journey which is built upon practices of inclusivity, mutual aid, solidarity, liberation, healing, and powerbuilding).

About the Charlottesville Area Community Foundation:

The Community Foundation was established in 1967 with a mission to improve the quality of life in Charlottesville and the surrounding counties of Albemarle, Buckingham, Fluvanna, Greene, Louisa, Nelson, and Orange. This region of more than 310,000 people includes a variety of rural and urban environments, and is home to a complex, and at times, deeply painful American history. The region’s changing demographics present opportunities for greater inclusion, and the Community Foundation is deeply committed to being a community-centered, equity-forward organization that ensures our region is one where everyone can belong, participate, contribute, and thrive. As a tax-exempt, nonprofit public charity, the Community Foundation works with local residents, nonprofits, and public and private organizations to facilitate philanthropy through several hundred donor funds and scholarships while making local investments through its own discretionary resources. Total Rewards Package Including Benefits:

The Community Foundation offers a robust employee benefits package, including:

▪ flexible work hours and location
▪ institutionalized ½ day Fridays that don’t require PTO
▪ paid parking
▪ 100% of employee health insurance paid
▪ the opportunity to participate in a 401(k) with up to 6% employer match
▪ unlimited PTO
▪ $100 per month maximum telecommunications reimbursement to offset phone/internet expenses
▪ up to 12 weeks paid parental leave (16 weeks for multiples)
▪ 60% Short Term Disability and 60% Long Term Disability + $100K life insurance
▪ opportunities for professional development and growth

The 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 characteristics protected by federal, state, or local laws. This applies to all terms and conditions of employment, including recruitment, hiring, placement, promotion, termination, layoff, leaves of absence, compensation, and professional training.