Apr 05, 2024

Grants and Salesforce Administrator

$75,000 - $90,000 yearly
  • Coleman Family Ventures
  • Hybrid (New York, NY, USA)
Full-Time Administration/Operations

Job Description

CFV seeks an experienced and collaborative individual to join the team as the Grants and Salesforce Administrator (GSA). The GSA plays a key role in supporting the operational success of CFV by managing grant operations and CFV’s Salesforce platform, which was recently configured to support CFV’s relationship management and grantmaking. As the point person for grant operations and Salesforce, the GSA ensures CFV has strong grantmaking processes and maintains sound understanding of its data. The GSA reports to the Director of Programs and Operations. This position is hybrid, with at least 3 days in-person at our New York City office each week.


Grant Operations:

  • Manage overall grant workflow processes and procedures
  • Prepare grant agreements and coordinate agreement execution
  • Liaise between external partner organizations and internal teams throughout the grantmaking process
  • Maintain documentation and files that meet legal and other internal requirements
  • Ensure alignment of processes and procedures with CFV’s mission, legal requirements, and industry best practices
  • Partner with Accounting for payments and reconciliations, to ensure accurate and complete documentation, and to forecast upcoming milestones
  • With guidance from the Director of Programs and Operations, conduct research, due diligence, and financial review; ensure compliance with IRS regulations and requirements for grantmaking
  • Summarize and document findings from research and due diligence reviews
  • Partner with Director of Programs and Operations on budget management and reporting in service of CFV’s operations
  • Develop and enhance organizational practices and policies within the scope of responsibilities as needed; demonstrate continuous efforts to improve and streamline operations

Salesforce Platform Management

  • Responsible for overall management of Salesforce platform; serve as “super user” and platform expert on CFV Team
  • Drive internal implementation of Salesforce which includes information gathering, historical and ongoing data entry, and working closely with the team to understand CFV’s operations and to complete grantee records
  • Maintain Salesforce database; ensure grant records and contacts are up to date, track grantee progress, track payments and milestone dates, and lead internal reporting
  • Build and generate reports as needed; share insights/feedback garnered from data
  • Support the preparation of reports and materials for Trustee meetings
  • Proactively suggest ways of organizing data and reports to support inquiries
  • Stay up to date on new Salesforce features and support configuration changes
  • Troubleshoot issues, working with vendors to resolve when needed
  • Serve as point of contact for contract and license management

Other Projects

  • Support special projects and duties as assigned
  • Assist Chief of Staff and Director of Programs and Operations with additional projects as needed
  • Work collaboratively with other team members to take on new roles and tasks that emerge as CFV grows and as the Trustees’ priorities evolve

The Team

CFV is a small, nimble team working to implement the Trustees’ vision to drive meaningful impact.

Coleman Family Ventures

Coleman Family Ventures (CFV) is an impact-focused organization that empowers forward- thinking changemakers to help spark positive transformation in our shared world. By fostering relationships with disruptors, investors, and communities, Coleman Family Ventures supports those closest to the issue, helping drive meaningful impact in areas like early childhood, healthcare, and climate.


Key Skills and Abilities:

  • Exceptionally detail-oriented and organized
  • Passion for procedure, compliance, and data accuracy
  • Flexible and responsive work style with the ability to manage tight deadlines and shifting priorities
  • Works well independently with minimal oversight while also collaborating with a small dynamic team
  • High level of professionalism with attention to maintaining sensitive and confidential information
  • Excellent verbal and written communication skills for both internal and external audiences, including executive leadership
  • Strong critical thinking and analytical skills
  • Proactive, can-do attitude with ability to troubleshoot and problem solve
  • Strong interpersonal skills; possesses a high level of emotional intelligence
  • Strong service and relationship building mentality
  • A learning mindset and willingness to modify approaches as new information is available
  • Ability to confidently interact with senior leadership
  • Excellent computer and research skills, including Microsoft Office and Salesforce

Qualifications and Experience:

  • 5+ years of relevant work experience
  • Experience with grants administration required
  • Experience with Salesforce or equivalent database management required, Salesforce certification a plus
  • Basic knowledge and curiosity around CFV issues areas, including early childhood, healthcare, and climate
  • Understanding of compliance and accounting best practices a plus
  • Familiarity with IRS regulations as it relates to private foundations a plus
  • Must be able to sit and/or stand for extended periods of time

Industry/Service Area





CFV offers a benefits package that includes dental and medical insurance, 401k, and pre-tax commuter benefits.

Application Instructions

To apply, please submit resume and cover letter to recruiting@cfv.org

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