Administrative Coordinator


Position: Regular, Full Time, Exempt

Department: Finance

Reports to: VP Accounting, Sr. Dir. Investments, & VP Real Estate

Supervises: N/A

Date Reviewed: January 2024

Organizational and Program Background

For more than 109 years, the Cleveland Foundation has worked with donors, nonprofit organizations, and community partners to enhance the quality of life for all Greater Cleveland residents. With a focus on Cuyahoga, Lake, and Geauga counties, the foundation builds community endowment, addresses need through grantmaking and social impact investing, and provides leadership on vital issues. The Cleveland Foundation is the world’s first community foundation and one of the largest today, with approximately $3 billion in assets. 

Summary: The Finance Coordinator supports the VP Accounting, Sr. Director Investments, and VP Real Estate (“Senior Team”) and works collaboratively in a high-performance team structure with the various work initiative teams, handling highly confidential information and demonstrating a mature, professional demeanor and sound judgment when dealing with internal and external constituents.  All work includes looking at projects and vendor selection from a racial equity perspective.  


Essentials Functions and Expected Outcomes:


  • Support senior team administrative needs with calendar maintenance, greeting, meeting preparation, travel and expense reports. 
  • Provide backup and support to the Finance Operations Associate as required by the Chief Growth Officer & CFO . 
  • Ability to use independent judgment and initiative to help the team prioritize and organize business and scheduled commitments efficiently and effectively. 
  • Skilled in drafting correspondence, preparing agendas, and sharing materials with work teams and project leads as needed.
  • Data collection required for finance team reporting and revenue growth.
  • Respond to inquiries from outside partners and obtain information to respond as needed.
  • Special projects are requested.


  • Review and assist with preparing presentations; effective PowerPoint and Excel skills are required.
  • Prepare meeting materials, take minutes as needed, and assign follow-up responsibilities to the team as required.
  • Provide support for ImpactCle portal partners meetings.
  • Prepare onboarding materials for new hires and Board members as needed.
  • Prepare dockets for finance-related committee meetings, including Investment, Finance & Administration, Audit, Midtown Real Estate, Midtown Tenants, and Impact Cleveland Portal in partnership with Finance Operating Associate.
  • Update documentation for the Enterprise Risk Management and Internal Audit committees.

Accounting and Investment Support

  • Prepare audit confirmation letters and schedules for annual audit and track receipt of supporting organization minutes with signatures for audit.
  • Prepare federal and state tax filing extensions and monitor estimated tax payments.
  • Assist with the ACH enrollment process for grantees and vendors.
  • Assist with daily gift processing and monitor lockbox check activities.
  • Coordinate with the donor relations team on joint materials needed for presentations. Obtain necessary information for supporting org. meetings and retirement investment meetings.
  • Send out quarterly asset allocation requests to brokers and follow up on missing information in a timely manner.
  • Participate in investment activities related to diversity initiatives, manager surveys, and other public commitments.
  • Assist on schedules for auditors as needed.
  • Preparation of subscription and investment account-related documentation and managing obtaining appropriate signatures

Strategy Work

  • Support team members on strategic shared work initiatives.
  • Prepare status updates as needed.
  • Arrange agendas and book timely meetings to address strategy follow-up tasks for the team.

Land Development

  • Assist with projects regarding the Midtown Collaboration Center building project. 
  • File contracts related to the headquarters MCC project on F drive and OnBase as needed.
  • Process payments due to contractors related to the headquarters and MCC project using proper budget coding.
  • Track property tax status, pay taxes, and maintain exemptions and insurance for Midtown land. 
  • Maintain and update the Midtown land summary.
  • Assist with construction budget reconciliation.
  • Assist with presentations for real estate-related committees (MREC/NMTCS) as needed with team members.
  • Ensure compliance with NMTC regulations with VP Accounting and Sr Manager Real Estate.
  • Assist with the preparation of Community Benefit Reporting and obtain information from all tenants.

Essential Qualifications, Credentials and Technical Skills Required:

  • A bachelor’s degree, four to ten years of related experience, and ability to handle complex projects simultaneously and multiple clients.  
  • Passion for philanthropy and community service and impact.  Demonstrated experience attracting, retaining, and managing a portfolio of staff and customers.  The ability to maintain confidence when working with sensitive information. 
  • Proven ability to build strategic, successful, and lasting relationships and interact effectively with cross-functional teams, outside partners, community leaders, and professional advisors.  Proven ability to foster teamwork and collaboration among peers, both departmentally and across the foundation.
  • Proficient at data collection and maintenance; effective presentation skill set required.
  • Experience working as part of a multidisciplinary team and interacting effectively with people and communities from diverse cultural, social, and ethnic backgrounds and age groups.  Commitment to racial equity and inclusion in all areas of work.
  • Technical literacy and ability to analyze and organize complex data to conduct research and provide information that guides outcomes and actions to advance the foundation's priorities. Expertise with full MS Office Suite (Word, Excel, PowerPoint, Teams, Outlook, etc.) and online collaboration and meeting tools.  
  • Exceptional verbal, drafted communication, and organizational skills.
  • Demonstrates a high level of personal and professional integrity and ethics. 


The Cleveland Foundation exists to enhance the quality of life for all citizens of Greater Cleveland. The ability to carry out our mission and to foster our commitment to diversity, equity and inclusion can best be pursued if our workforce, grantees, donors, partners, and governing body are inclusive of individuals of diverse backgrounds, beliefs, and perspectives. 

 We believe that diversity encompasses, but is not limited to, age, color, education, ethnicity, family or marital status, gender, gender identity or expression, language, national origin, physical and mental abilities or characteristics, political affiliation, race, religion, sexual orientation, socio-economic status, veteran status, and/or other characteristics that make an individual unique.  


The Cleveland Foundation is committed to equal employment opportunities for all, and our policy is to ensure that employees are selected, developed, retained, and promoted based on the individual’s ability and job performance, and without regard to that individual’s status or characteristics protected by federal, state or local law.



Based on the foundation's compensation program, the estimated annual salary for this position may be between $48,000 and $53,000, with some flexibility, based on a candidate's academic, professional, and community experiences and credentials. 

The foundation offers an exceptional benefits package including medical, dental, vision, identity theft, and life and disability coverage, a comprehensive wellness program, an employee assistance program, a fully vested 403(b) retirement plan, ten paid holidays, and for exempt positions, 15 days of vacation and 12 sick days, prorated the first year of service based on date of hire. 


If you are interested in applying for this position, please submit your cover letter and resume as soon as possible.   This posting will remain active until the position is filled.  We regret that we cannot respond personally to each applicant.

Note: Our flexible workplace policy provides one day of remote work per week.