Institutional Giving Coordinator

Description

Mission: MANNA’s mission is to involve, educate, and unite people in the work of ending hunger in Western North Carolina

Vision:  A hunger-free Western North Carolina

MANNA embraces a philosophy that recognizes and values diversity by creating an environment of mutual respect, transparency, and sharing of different opinions and ideas. MANNA’s goal is to attract, develop, retain, and promote a talented and diverse workforce in a culture where all employees will contribute to their fullest potential. The celebration of inclusivity and diversity is essential to helping MANNA achieve its mission to involve, educate, and unite all people in the work of ending hunger in Western North Carolina.

Compensation: $23.15 per hour

Schedule:  40 hour per week; Monday – Friday, 8:00am – 4:00pm with evening and weekend hours as needed. In instances of a federal, state or locally declared emergency or order, MANNA FoodBank is typically considered an essential service and emergency responder; all employees may be called upon to perform regular or emergent duties. 

Travel:  Routine travel may be required within the service area. Current driver’s license required; copy of current auto insurance; and clean MVR required. 

Benefits Package:

· Medical, Dental, & Vision Insurance

· 136 PTO in the first year (after 90 days of employment)

· 10+ Paid Holidays

· Paid Breaks

· Parental Leave

· 401k Retirement Plan with 3% company match (after 90 days of employment)

· Short Term & Long-Term Disability Insurance

· Accidental Injury Insurance

· Employee Assistance Program

Position Summary: The Institutional Giving Coordinator provides administrative and operational support for MANNA FoodBank’s foundation, corporate, and institutional fundraising efforts. This role manages grant systems, stewardship tracking, funder documentation, reporting calendars, donor research support, and cross-department coordination to ensure timely, accurate, and organized fundraising operations. This position serves as a key support role for institutional giving by maintaining the Grant Grid, supporting proposal preparation and post-award compliance, coordinating stewardship touchpoints, managing external reporting platforms, and strengthening data integrity across development systems. The coordinator works closely with the Grants Manager and Development team to support strong funder relationships and reliable internal processes. This role helps ensure MANNA’s institutional fundraising systems remain organized, proactive, and effective.

Essential Duties and Responsibilities:

Foundation and Corporate Fundraising Support 

· Provide administrative support for foundation and corporate fundraising efforts by conducting donor research, documenting activities, and preparing proposals.

· Research foundation and corporate prospects and maintain current donor profiles, including giving history, funding priorities, deadlines, contacts, and relationship notes

· Track relevant funding opportunities and maintain accurate records of deadlines and submission requirements

· Gather the most current application guidelines, addenda, attachments, and supporting documents for proposals and reports

· Prepare grant templates and support materials for grant portals, applications, and reporting requirements 

· Maintain records of outreach, proposals, reports, and funder communications across development systems 

· Support proposal preparation by organizing submission materials and maintaining internal timelines 

Grant Grid Ownership and Grants Administration 

· Maintain the Grant Grid as the central cross-department tool for grant compliance, reporting requirements, and internal accountability. 

· Manage and update the Grant Grid to track grant restrictions, reporting deadlines, budget thresholds, compliance requirements, internal responsibilities, and submission timelines 

· Monitor upcoming report deadlines, compliance requirements, missing documentation, and follow-up needs, communicating updates to the Grants Manager and relevant staff 

· Ensure Grant Grid visibility supports alignment across Development, Finance, Programs, and Leadership 

· Maintain version control and complete filing of award letters, contracts, budgets, reports, and grant documents in SharePoint 

· Archive closed grants and ensure files remain accessible and audit-ready 

· Complete accurate pre-award and post-award data entry to support compliance, reporting, and internal tracking 

Stewardship and Donor Communications 

· Provide consistent, timely stewardship for institutional funders and donor partners, using DonorPerfect and Monday.com as the primary tracking systems. 

· Coordinate and document stewardship touchpoints for foundation and corporate funders throughout the year in DonorPerfect and Monday.com 

· Prepare and send thank-you letters, acknowledgment communications, grant updates, and report follow-up materials 

· Track recognition requirements, stewardship deadlines, and follow-up timelines to ensure timely communication 

· Support Development Team leadership with stewardship coordination for institutional funders and major donor relationships 

· Assist with donor visits, tours, and stewardship events as needed 

External Reporting and Organizational Credentials 

· Maintain MANNA’s organizational profiles and annual reporting requirements with external nonprofit evaluators and funder-facing platforms. 

· Manage annual profile updates and required submissions for Candid and Charity Navigator.

· Coordinate documentation needed for ratings, seals, transparency requirements, and public-facing organizational credentials.

· Ensure consistency and accuracy across all external reporting platforms

Systems Management and Data Integrity 

· Strengthen accuracy, consistency, and usability across development systems and workflows. 

· Monitor and maintain data integrity across SharePoint, Monday.com, Instrumentl, DonorPerfect, and Keeper Security 

· Identify and correct incomplete, outdated, or inconsistent records 

· Ensure development systems remain current, organized, and aligned for fundraising operations and reporting 

· Support workflow improvements and automation opportunities that reduce manual work and improve efficiency 

· Maintain secure access and credential management for grant portals and reporting systems 

Requirements

Qualifications:

· High School Diploma or Equivalent required

· Up to two years of related work experience preferred

· Strong organizational skills with acute attention to detail 

· Proficiency in Microsoft 365 (Outlook, Word, Excel, Teams/SharePoint) 

· Experience in administrative roles, nonprofit fundraising, or project coordination 

· Ability to manage multiple tasks and deadlines with minimal supervision 

· Comfort navigating digital platforms and shared drives 

Working Conditions: Work will be performed in a typical office environment with exposure to local travel in a personal vehicle

Physical Demands: The physical demands required are representative of those that must be met by the employee to successfully perform the essential functions of the job.

The physical demands of this position are considered medium work. While performing job duties the employee is regularly required to use hands to finger, handle or feel; reach with hands and arms; and talk or hear. The employee is frequently required to sit, stand; walk; and stoop, kneel, or crouch. The employee is occasionally required to climb or balance. The employee must regularly lift and move objects up to 25lbs. Specific vision abilities require the visual acuity to operate motor vehicles; close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus close visual acuity to perform activities including but not limited to preparing and analyzing data and figures, transcribing, viewing a computer terminal, extensive reading.

Functions also require the ability to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard, and to verbally communicate to exchange information.