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Coordinator, Grants & Finance 

 REPORTS TO DIRECTOR OF FINANCE & OPERATIONS 

Summary

The Grants & Finance Coordinator plays a key role in executing the Coca-Cola Scholars Foundation’s scholarship grants, finance and advancement functions. This position reports to the Director of Operations and Finance and coordinates the annual disbursements of all Foundation scholarship awards. Duties include but are not limited to communicating with Scholars, college financial aid offices, and other stakeholders to ensure the seamless distribution of scholarship awards and reporting. The Grants & Finance Coordinator also executes day-to-day financial recordkeeping and reconciliation tasks under the general guidance of the Director of Finance and Operations and works collaboratively with internal teams to maintain the accuracy of stakeholder records across several platforms to support data-driven decision-making.

Additionally, this role involves supporting the advancement function by managing stakeholder donations. This includes but is not limited to preparing and tracking invoices and receipts, monitoring donor transactions, and coordinating timely follow-up to ensure accurate reconciliation. The Grants & Finance Coordinator is a key contributor to the efficiency of day-to-day financial, grant and advancement processes. This individual is integral to the Foundation's mission to recognize and empower future leaders.

Team Competencies 

Interpersonal Teamwork: Prioritizes team goals, offers proactive support, encourages a positive team culture, and actively offers and requests constructive feedback to improve collaboration. 

Performance-Administration & Compliance: Follows standard operating procedures, organizational policies and guidelines, seeks clarification, and suggests modifications and improvements as needed. 

Performance-Productivity: Maintains efficient workflow, meets targeted annual individual goals, stays focused despite disruptions, ensures deadlines are met, and communicates potential delays in a timely manner. 

Accountability and Results: Ensures accountability for completing tasks and priorities, meets high quality and professional standards, keeps commitments, and addresses issues with humility and promptness. 

Adaptability: Manages competing priorities, allows for flexibility to support team requests, adjusts as needed, and handles unexpected issues or challenges with ease and graceful professionalism. 

Core Competencies 

Initiative: Demonstrates a proactive mindset by independently identifying opportunities, addressing challenges, and acting without being prompted. Anticipates needs and is resourceful in problem-solving. 

Quality Focus/Attention to Details: Ensures tasks meet quality standards through consistent accuracy and attention to detail. Proactively identifies and addresses potential issues, monitors defects, and takes timely action or escalates concerns to maintain high performance.

Dependability: Consistently demonstrates reliability and trustworthiness by honoring commitments and serving as a dependable resource for support. Keeps promises, communicates proactively when plans change, and offers assistance to help others succeed.

Responsibilities

The Coordinator will support various critical responsibilities, including those outlined below.

IN RELATION TO FINANCE OPERATIONS SUPPORT

• Enter, verify, and maintain financial data in accounting systems, to support accurate reporting and process continuity including importing and exporting data between platforms.
• Coordinate the preparation and tracking of invoices, ensuring timely follow-up and resolution of outstanding items.
• Prepare and organize financial documentation for the annual audit, including W-9s, reports, and transaction records.
• Process and reconcile credit card charges in a timely and accurate manner.
• Respond to internal finance-related inquiries and requests by providing timely, accurate information and coordinating responses as needed.
• Support and contribute to special projects and ad hoc financial analysis as assigned by preparing documentation, coordinating inputs and ensuring timely completion.

IN RELATION TO GRANTS SUPPORT & SCHOLARSHIP ADMINISTRATION

• Update and distribute annual scholarship disbursement communications.
• Monitor and maintain scholarship records and disbursement activity within the disbursement portal, ensuring accurate entry and timely updates.
• Review and process disbursement requests and scholarship forms, ensuring accuracy, eligibility, and compliance with guidelines.
• Track and reconcile scholarship and grant-related transactions.
• Support the annual scholarship renewal process, including agreement tracking, financial reporting, and coordination of the renewal and disbursement portals including but not limited to portal updates, testing and deployment. 

IN RELATION TO ADVANCEMENT & FUNDRAISING SUPPORT

• Create fundraising appeals, campaigns, and donation forms to support development efforts.
• Process donor contributions, ensuring proper coding for campaigns, appeals, and constituent data within FENXT.
• Prepare and distribute invoices and receipts for Scholars Banquet sponsors, donors, bottler campaigns, and alumni contributions.
• Coordinate the preparation and distribution of  year-end giving statements, ensuring accuracy and timely delivery to all donors.
• Collaborate with the development team to maintain accurate gift records and support timely execution of fundraising activities.

Success Metrics

The Coordinator can demonstrate their contributions and effectiveness by demonstrating the following:

Financial Operations Support: Coordinates financial recordkeeping processes to support smooth monthly closings and audit readiness, with a goal of 100% accuracy and no unresolved discrepancies. Consistently ensures all invoices and financial documentation is organized, compliant, and easy to access. Tracks and responds to internal requests for financial support in a timely and helpful manner, contributing to efficient team operations, aiming to acknowledge requests within 48-72 hours. Provides inputs for ad hoc financial analysis and projects, demonstrating a proactive and detail-oriented approach, completing requests within established timelines.

Scholarship Disbursement and Management: Ensures scholarship disbursements and related communications are handled efficiently, professionally, accurately and timely. With 100% of scholarship payments disbursed on schedule according to CCSF disbursement policies. Maintains organized records and follows through on all grant renewals and reporting requirements with attention to detail and audit ready required documentation. Engages respectfully and responsively with Scholars and partners, supporting a positive experience with the Foundation’s programs. Supports compliance and transparency by maintaining clear records and contributing to smooth reconciliation processes.

Advancement & Fundraising Support: 100% of donations processed within two business days of receipt. Prepares and sends donor and sponsor receipts and necessary communications in a timely manner (typically within 2 business days of request) ensuring a seamless experience for donors and sponsors. All assigned development tasks completed on schedule, contributing to positive donor experiences and retention.

Skills, Traits & Attributes 

The ideal Coordinator candidate will demonstrate, at a minimum, the below professional competencies:

• Strong attention to detail with the ability to complete tasks accurately and meet multiple deadlines.
• Ability to manage multiple workstreams across the grants, finance, and advancement functional areas under leadership guidance.
• Highly organized, with the ability to maintain orderly systems and track tasks to ensure timely completion of assignments.
• Experience working with financial databases and CRM systems with an emphasis on maintaining data accuracy and supporting reporting needs.
• Experience working with Excel spreadsheets and the ability to customize financial reports and convert financial data into spreadsheets.
• Proficient in using technology to streamline workflows, document operational processes, and track key financial and programmatic data.
• Clear written and verbal communication skills, with the ability to correspond professionally with team members, Scholars, and external partners.
• Collaborative team member who contributes to group efforts and demonstrates accountability when working independently.
• Strong interpersonal skills, with a courteous and service-oriented approach when engaging with internal and external stakeholders.
• Problem-solving mindset, with the ability to flag issues, suggest practical solutions, and support their implementation.
• Adaptability to change, including shifting priorities, evolving technology, and updated procedures.
• Thorough record-keeping skills, including maintaining accurate documentation of contact information, award details, and financial disbursements.
• Basic data analysis skills, including the ability to review reports and identify inconsistencies or trends to share with the team.
• Commitment to high-quality work, with a strong sense of responsibility and attention to the Foundation’s values.
• Interest in continuous improvement, with a willingness to learn new tools and contribute to process enhancements.
• Appreciation for the Foundation’s mission, with a commitment to supporting Scholars and ensuring operational excellence in grants and finance functions.
• Knowledge of Generally Accepted Accounting Principles (GAAP) and ability to apply them to ensure accurate and compliant financial reporting and recordkeeping.