Resource Administrator

Position Summary

The Resource Administrator to Community Impact provides essential administrative, logistical, and data support to the Community Impact team at the Jewish Federation of St. Louis. This role helps ensure the smooth implementation of grants, programs, and partnerships that serve the Jewish community. The Resource Administrator coordinates scheduling, manages grant and program documentation, supports finance-related tracking, assists with communication materials, and contributes to events, committees, and stakeholder engagement efforts.

Key Responsibilities:

Administrative & Project Support

• Manage calendars, schedule meetings, and coordinate logistics for Community Impact programs, events, and committee meetings (in-person, virtual, and hybrid).
• Support meetings virtually and in person; create event invitations in Outlook, including room reservations, Teams links, agendas, attachments, and reminders.
• Track and maintain records, documents, and files related to grants, programs, committees, and community initiatives in digital and/or physical formats.
• Assist with preparation and formatting of reports, agendas, handouts, presentations, and other internal and external communications.
• Support data entry and management in CRM and/or grant databases, following clear guidelines and templates.
• Aggregate and organize data (e.g., grants, outcomes, attendance) into shared spreadsheets or reports for team use.

Grant Entry & Grants Administration

• Disseminate grant applications and related materials to decision makers and committee members.
• Enter manually initiated grant applications and track their status across cycles.
• Enter and record grant awards and decisions in the appropriate systems; ensure application status is kept up to date.
• Ensure accurate documentation of grant outcomes and impact metrics, including outcomes reports and follow-up data.

Finance Coordination & Documentation

• Regularly confirm grant payments and status with Finance and track timing of payments.
• Utilize monthly reports from Finance to confirm timely payments and share information with the Community Impact team.

•  File payment confirmations, reports, and related documentation in the correct digital and/or physical locations.

Communication and Outreach

• Assist with preparing communications, newsletters, and social media content related to Community Impact work.
• Coordinate with Marketing to promote initiatives, highlight grant impact, and share success stories.
• Respond to basic inquiries from community partners and assist in maintaining strong relationships.
• Help maintain accurate funding-related email lists, including updates to contacts, roles, and organization information.

Cross-Department Collaboration & Department Development

• Collaborate with Finance, Development, Marketing, and other departments on cross-functional projects, sharing information and aligning timelines.
• Identify opportunities to streamline processes and propose or help develop new tools or templates (e.g., checklists, trackers, dashboards, standard documents).
• Participate in trainings, webinars, or learning sessions that strengthen administrative, data, and communication skills.

Foundation and Fund Specific Support

• Support specific Community Impact funds and foundations with tasks that may include grant entry, data maintenance, letter drafting, organizing applications and reports, payment tracking, and meeting logistics.

This position will perform additional duties and responsibilities as assigned.

Qualifications:

• High school diploma required, associate or bachelor’s degree preferred.
• 2+ years of experience in administrative, nonprofit, or program support roles.
• Proficiency in Microsoft Office (Word, Excel, Outlook); experience with CRM and project management tools a plus
• Ability to manage multiple projects and deadlines in a fast-paced environment.
• Ability to work independently, navigate challenges with determination, and proactively learn new skills on the job.
• Excellent organizational skills and attention to detail.
• Strong written and verbal communication skills.

• Commitment to the values and mission of the Jewish Federation of St. Louis

About the Jewish Federation of St. Louis

The Jewish Federation of St. Louis, founded in 1901, is one of the region’s largest and oldest nonprofit organizations.   The Jewish Federation of St. Louis is a community-driven organization that mobilizes resources, connects organizations, and builds collaborations to support and strengthen Jewish life in St. Louis, in Israel, and around the world. Our work is guided by Jewish values, a commitment to inclusion, and a vision of a thriving, engaged Jewish community for generations to come.  As the community’s central philanthropic and planning body, it supports over 100 local, national, and international agencies, programs, and initiatives to strengthen and sustain a vibrant Jewish community.

Benefits

• Health and dental insurance
• 403(b) retirement plan
• Generous PTO (vacation, holidays, sick leave, personal time)
• Life and long-term disability insurance
• And more