Give Today 
Job Posting: Grants & Scholarship Administrator
Posted Tuesday, December 23, 2025 | Will remain open through Tuesday, January 6, 2026
The Foundation
The Community Foundation of Southern Indiana, Inc is seeking a Grants & Scholarships Administrator for our growing community Foundation on a full-time, salaried, exempt basis.
The Foundation is an independent, not-for-profit organization serving Clark and Floyd counties in Indiana with a volunteer board of directors. We oversee and administer hundreds of charitable funds created by donors to impact our community for the better, now and for generations. We work with these individual donors to carry out their philanthropy, annually making nearly $7 million in grants from these funds and serving as a leader on important community issues. For more information about the Foundation and its services, please visit our website at www.cfsouthernindiana.com.
Position Description
The Grant & Scholarships Administrator is a salaried, full-time, exempt administrative staff assignment primarily responsible for handling grant processing and program administration; and scholarship grantmaking. Additional responsibilities include communicating regularly with donors and non-profit organizations. This position requires a self-sufficient and dependable professional with excellent interpersonal and communication skills as well as a passion and commitment to accuracy, detail, organization, and customer service. This individual must have demonstrated proficiency with computer technology, thrive both independently and in a team environment, and be comfortable managing tasks with various deadlines and priority levels simultaneously. By interfacing with the Foundation’s staff, board, donors, and various nonprofit organizations, the Grants & Scholarships Administrator manages key relationships that help the Foundation maintain the trust of our partners
It is anticipated that this position will require forty (40) hours per week. Regular office hours are 8:00 a.m. until 5:00 p.m., Monday – Friday. The person in this position is a primary point of contact for donors and nonprofits both on the phone and in person and should execute these duties in a professional, welcoming, informative, and friendly manner.
Reports To
The Grant & Scholarships Administrator reports to the Vice President of Community Philanthropy. This position will work collaboratively in a team environment with other staff to provide the highest quality service to the Foundation’s current donors, fundholders, and nonprofit organization partners.
General Duties and Responsibilities
- Help CFSI leverage technology to improve the donor experience
- Provide relevant grantmaking information to fundholders and donors upon request or as needed
- Engage a solutions-oriented approach to donor grant requests
- Utilize the CRM and any other applicable software or databases to keep accurate and detailed records of important events, communications, and documents regarding client interactions
- Provide and ensure the highest level of customer service for all constituents of the Foundation.
Grants Administration
- Facilitate the timely and accurate processing of grant recommendation requests from fundholders
- Research appropriate methods and implement timely and meaningful responses to grant requests (i.e., the “Amazon.com” approach to facilitating additional philanthropy with donors)
- Complete timely due diligence and required follow up to ensure compliance with Foundation policies, IRS regulations, and grant terms
- Produce grant confirmation letters for donor advised funds and related fundholder correspondence as appropriate
- Responsible for processing of all grants and interfund transfers for grants from all of the Foundation’s funds including preparing dockets and all adding all required supporting documents
- Maintain grants management software, nonprofit databases, and internal records for accuracy and integrity
- Under supervision of Vice President of Community Philanthropy, provides administrative support for the competitive and discretionary grantmaking programs of the Foundation (Assist, Capacity Building, Quality of Place, emergency and discretionary grants) including:
- Assisting applicants and grantees with online portals, provide clear instructions, and manage submission processes
- Prepare grant award letters and agreements
- Under supervision of Vice President of Community Philanthropy, supports the administration for grantmaking programs of other foundations
- Pull weekly, monthly, and quarterly Grant reports for internal and board reports
Scholarship Grants Administration
Under the supervision of the Vice President, assists with the administration of the scholarship programs of the Foundation, including
- Manage, monitor and ensure compliance with all required Pension Protection Act forms and processes through DropBox annually
- Responsible for importing and exporting critical annual scholarship information in CRM and processing all scholarship payments due annually
- Work closely with donors and fund representatives to determine annual scholarship award amounts and confirm participation in annual high school award ceremonies
- Provide support for the timely submission of the Lilly Endowment Community Scholarship Program annual participation application annually
- Provide support for organizing and compiling the packaging for the final Lilly Endowment Community Scholarship recipient recommendations annually
General Organizational Support
- Respond to all donor/fundholder calls and requests in a timely manner, with guidance and direction from supervisor
- Assist with Foundation events as needed.
- Other duties as assigned by the Vice President of Community Philanthropy or CEO
Qualifications and Experience
Education: Bachelor’s or associate degree required. Database management is preferred (may have been combined with other duties).
Experience: Some office administrative experience is preferred – including records and/or database maintenance, customer service, strong written and verbal communication, as well as basic administrative skills.
Experience in working with and dealing with a “high profile” Board and its committees, as well as donors, etc. to nonprofit organizations is a plus.
Experience with grant processing and all required compliance and reporting is a strong plus.
Skills: Demonstrated ability to organize, manage and track multiple simultaneous projects successfully. Must be able to balance daily workload with interruptions and distractions that are part of a collaborative work environment.
Demonstrated ability to pay attention to details, perform work duties in a timely manner with accuracy and little to no oversight once trained.
Above average proficiency in computer skills, particularly Microsoft Office (specifically Excel, Outlook and Word) required. Working knowledge of CRM databases preferred.
Desired Qualifications:
Professionalism in manner and appearance in-person and on the phone; patience, articulate, tactful, cheerful disposition, and enthusiasm.
Familiarity with grants management software and databases is a strong plus
Demonstrated ability to work well and develop productive relationships with a wide variety of personalities and work styles
Ability to interact professionally with a broad spectrum of donors, community leaders, nonprofit representatives, Foundation board members, and staff members
Dependability and reliability in attendance and productivity
Self-starter, ability to follow tasks through and within timelines set for each project/task to completion with minimal supervision and to work well as part of a team
Able to multi-task, meet deadlines with accuracy and attention to detail, with minimal supervision once trained
Strategic thinker with demonstrated ability to exercise critical thinking skills to analyze problems and situations in a micro and macro context and bring potential solutions to the table
Knowledge of regional community a plus
Excellent oral and written communication skills, including phone call etiquette and email drafting and proofreading
Sound judgment with the highest ethical standards
Commitment to quality work, continuous improvement, and accountability; strong organizational skills and attention to detail and accuracy
Welcomes organizational growth and change, a commitment to the mission and values of the Foundation
Ability to maintain utmost confidentiality of sensitive donor and prospect personal, financial, and business information
Physical Requirements
This position may require the ability to lift objects of at least 15 pounds in weight. Job duties require approximately 80% sitting/typing and 20% standing/walking. Physical requirements will vary depending upon the specific duties to be accomplished
Compensation
This position is a full-time, salaried, exempt, staff assignment. Annual compensation will be commensurate with skill level and experience.
This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor. Requirements are representative of minimum level of knowledge, skills and/or abilities or aptitudes to perform each duty proficiently.
Website: www.cfsouthernindiana.com
Deadline for responses: Midnight on January 6, 2026.
Return resume and cover letter to:
John Elliott, CFO
Community Foundation of Southern Indiana
4108 Charlestown Road, New Albany, IN 47150