Colcom and Laurel Foundations seek an Administrative Assistant
to join its shared office in Pittsburgh, Pennsylvania. Established
in 1996, the primary mission of the Colcom Foundation is to foster
a sustainable environment to ensure quality of life for all
Americans by addressing major causes and consequences of
overpopulation and its adverse effects on natural resources.
Regionally, the Foundation supports conservation, environmental
projects, and cultural assets. Established in 1951, Laurel
Foundation focuses its grantmaking on arts and culture, vocational
education, and the environment in Pittsburgh and Southwestern
Pennsylvania. Effective July 1, 2012 Laurel Foundation became a
division of Colcom Foundation for investment and administrative
purposes. The Administrative Assistant reports to the Laurel
Duties and Responsibilities:
- Prepares and publishes Board meeting books. This includes
coordinating the agenda, organizing all materials in BoardBookit,
proofreading, and ensuring the staff/Board receives the final
version by mail and/or PDF.
- Arranges standard reporting materials for Board meetings (i.e.
Grants Approved But Unpaid, Grants Paid YTD, Allocations, and
Conflict of Interest).
- Maintains files (i.e. Presidents Discretionary, Memorial
Grants, Day Files), grantee folders, Minutes book.
- Manages and maintains the Blackbaud Grantmaking database. This
includes ensuring all grantee records are current, updating
templates, implementing the online application process
(declination/approval letters and contracts), deploying updates to
the system as they are released, and training staff to use the
software. Monitors other payments including endowments, memorial
grants, Presidents Discretionary, etc. in the database.
- Updates and maintains all Philanthropy department documents
including Applicant Profile, Grants Walkthrough, and Due Diligence
Checklist. Also prepares List of Approved Grants (LAG) after each
Board meeting. Coordinates with the Office Manager to issue
- Prepares 990 support schedules of grants paid and pending for
Laurel and Colcom.
- Prepares annual e-reporting information for Candid.
- Facilitates and coordinates the annual independent audit of the
- Independently researches and completes special projects as
- Provides administrative support to the Philanthropy
- Provides backup phone coverage as necessary.
Qualifications and Skills:
- Associate’s degree and at least 5 years of administrative work
- Proficiency in Microsoft Office Suite. Experience with
Blackbaud Grantmaking and BoardBookit preferred but not
- General computer literacy and the ability to quickly grasp the
basic functionality of new computer applications.
- Excellent project management skills with demonstrated ability
to set priorities and complete tasks in a timely manner.
- Strong written and verbal communication skills.
- Must be organized, flexible, detail-oriented, a team player,
and a self-starter.
- Ability to analyze problems and identify appropriate
- Discretion and ability to handle confidential issues.
- Commitment to the Foundation’s mission.
Relocation assistance will not be provided and this is not a
remote position. Applicants must be legally eligible to work in the
United States; the Foundation does not provide sponsorship. The
Foundation offers generous benefits. Compensation is commensurate
The Foundation provides equal employment opportunities without
regard to race, color, religion, sex, national origin, age,
disability, or genetic information.
To apply, please send a résumé and cover letter indicating
familiarity with the Foundation’s mission to