Awards Coordinator

The Awards Coordinator plays an essential role in the Funding & Awards team, supporting grantmaking operations and enabling key team initiatives. This position enhances operational efficiency and team capacity by maintaining accurate records, managing databases, coordinating workflows, and facilitating internal and external communications. This position serves as the primary point of contact for the Funding & Awards team and will interact frequently with cross-departmental teams and external partners. The ideal candidate will be highly detail-oriented, organized, resourceful, and experienced in coordinating projects within a collaborative team environment. The Awards Coordinator reports to the Senior Awards Manager and works closely with the entire Awards team to support grantmaking operations aligned with the foundation’s philanthropic goals.

Essential Duties and Responsibilities

• Serve as a liaison between team members and external partners, providing consistent communication regarding schedules, project logistics, deliverables, and award documentation using tools such as Asana, Salesforce, SharePoint, Teams, Outlook, Canva, and other applications
• Manage the Funding & Awards team’s shared email inbox and calendar, and triage inquiries and coordinate follow-ups, including scheduling meetings and organizing incoming requests.
• Provide administrative and logistical support by preparing agendas and dockets, recording notes and action items, tracking follow-ups and milestones, and maintaining records for databases and shared repositories.
• Support the development of reports, presentations, templates, team progress highlights, and other documentation essential to responsive grantmaking operations.
• Contribute to cross-departmental initiatives and provide project management support for special projects, ensuring due dates and tasks are achieved.
• Conduct data quality assurance checks of collaborative databases to ensure accuracy and completion of submitted information by external partners
• Support discovery, implementation and documentation of continuous improvement of awards processes and systems.
• Uphold the highest standards of confidentiality and integrity in managing relationships with awardees and stakeholders.
• Other duties as assigned.

Qualifications and Requirements

• Bachelor’s degree in a relevant discipline or equivalent combination of education and experience.
• 2-3 years of relevant work experience in roles such as project coordinator, operations coordinator, or similar, preferably in the nonprofit, arts, or cultural sectors.
• Proficiency with navigating Microsoft 365 tools and familiarity with project management and database/CRM platforms such as Asana or Salesforce.
• Demonstrated ability to manage multiple priorities, track workflows, and navigate project barriers when they arise.
• Proven capacity to absorb large volumes of information, and to quickly develop competency with new software.
• Experience working in or with foundations, museums, or cultural institutions is preferred; at a minimum, an interest in philanthropy and the arts is required.
• Exposure to project management methodologies is a plus.