Grants and Gifts Administrator

Posted: 06/14/2021


Baltimore Community Foundation is a philanthropic foundation created by and for the people of Greater Baltimore, where many donors join together to make the region they love a better place, today and for future generations. Our mission is to inspire donors to achieve their charitable goals from generation to generation and to improve the quality of life in the Baltimore region through grantmaking, enlightened civic leadership and strategic investments. BCF’s vision is of a Baltimore that boasts a growing economy where all have the opportunity to thrive. Our action agenda organizes grants, initiatives and advocacy around this vision.  The values that guide our work are trustworthiness, inclusion, and entrepreneurialism.

With assets over $200 million comprising over 800 charitable funds, BCF has granted over

$392 million since its inception in 1972 and is one of the Baltimore region’s top grantmaking foundations. BCF makes charitable contributions to support a wide range of issues affecting the Baltimore region, currently with a focus on investments in two interest areas: Neighborhoods and Education. BCF is the fiscal sponsor for three major program initiatives and is affiliated with four supporting organizations BCF undergoes a vigorous accreditation every five years and is certified under the Council on Foundation’s National Standards for U.S. Community Foundations.

BCF operates from the knowledge that profound disparities in opportunity exist between people of color and their white counterparts; and we acknowledge the historic and ongoing role that structural racism plays in creating and perpetuating those disparities. That is why we are committed to reducing racial disparities, identifying and combating structural racism, and fostering more equity and inclusion through our grantmaking, initiatives, and advocacy.


The Grants and Gifts Administrator is a full-time, hourly, nonexempt position that reports to the Director of Finance. The Grants and Gifts Administrator is a cross-department function between Finance and the Development and Donor Services Department of the Baltimore Community Foundation. The Grants and Gifts Administrator is responsible for grants and gifts management, scholarships, special projects as assigned, database administration, finance and administrative support. Because transaction volume varies at different times of the year, the Gifts and Grants Administrator must be able to set priorities, divide work processes into manageable portions, and enlist the help of cross-trained staff to meet deadlines.


Gifts Processing:

  • Process gifts by cash/check (mail and lockbox), credit cards, electronic transfers, and stocks (value and proceeds;)
  • Contact Donor Services Officer to work with donors to identify intentions for gifts received if needed;
  • Provide receipt edit reports for Development/Donor Services review and approval and general ledger coding review by Finance (Director or VP) prior to posting;
  • Import receipts to MemberLeap and reconcile MemberLeap with FIMS weekly during beginning of renewal year, no less than monthly during the rest of the year;
  • Enter pledges in FIMS;
  • Review electronic gift acknowledgement letters, edit (letter/FIMS), send to VP Development for approval, and store for distribution;
  • File gift correspondence with supporting documentation and approved edit reports;
  • Batch gift posting to match deposit and settlement reports for Finance, assist Bookkeeper with monthly reconciliation for bank reconciliation;
  • Record gift adjustments made in FIMS to gift records in RE;
  • Cross-train designated staff to assist in gifts processi

Grants / Interfund Processing:

  • Work closely with Donor Services to ensure that grant recommendations are processed accurately and according to BCF service standards (new grantees, non-registered addresses, pledge language);
  • Perform due diligence on all organizations recommended for a grant from a donor advised, designated, or community project fund (i.e., use GuideStar, IRS Charity Check, IRS Tax Status Check, and other web-based research engines; verify tax exempt status, formal name and registered address;)
  • Enter/import all donor advised, designated, organization endowment spendable, community project grant recommendations in FIMS;
  • Enter all interfund gifts/grants into FIMS, generate edit report for approval by VP Development for donor advised or Finance for other entries;
  • Enter employee charitable payroll deductions into FIMS quarterly (IF gift/grant;)
  • Enter spendable transfers from discretionary and unrestricted funds (IF gift/grant;)
  • Cross-train designated staff to assist in grants processin


  • Reconcile to 3rd party processor bi- annually scholarships awarded with final usage and enter refunds for unused funds in FIMS;
  • Enter new scholarships and process payment to third party processor;
  • Mid-year check-in with third party processor to verify student enrollment and scholarship usage.

Special Projects: The William G. Baker Jr. Memorial Fund Support:

  • Import grant applications through IGAM, or enter grant manually quarterly;
  • Create electronic files for all grant applications for Baker Director to review and approve;
  • Director prepares minutes and grant write-ups for docket; first meeting of each year will include grantee reports for Reserve Fund grants (separate docket;)
  • Docket production- use IPC to produce Baker reports, obtain fund summary from VP Finance, combine all documents into electronic docket, submit for Baker Director review and approval;
  • Docket is distributed 1 week prior to the Baker Board Meeting: upload docket files for Baker Board to DropBox, send zipped documents to PNC administrator, send meeting reminder with Zoom link and link to DropBox;
  • Attend quarterly board meetings, administer Zoom meeting;
  • Reconcile grant totals with PNC administrator at the end of each meeting;
  • Print grant award letters on Baker letterhead outlining grant conditions if applicable;
  • PNC will mail grant checks directly to grantees, post grants to FIMS, enter payments made by PNC as manual checks, post declined grant applications in FIMS.

FIMS/RE/ML Database Management, Finance & General Administration:

  • Create and update grantee and donor profiles in FIMS/RE/ML;
  • Process profile merges in FIMS and RE;
  • Generate reports as requested by staff- (number/$ of gifts and grants- FIMS data grid;)
  • Respond to auditor, grantee, donor, and interdepartmental requests for grant and gift information, reports and copies of transactions.


  • AA degree or equivalent training;
  • Proficiency in electronic data management and Microsoft Office products;
  • Superior organizational, communication and interpersonal skills;
  • Ability to work independently and as part of the Finance, Administration and Development teams;
  • Ability to prioritize and multi-task in a fast paced, customer service environment;
  • Commitment to providing excellent customer service

Application Instructions

To Apply

The Baltimore Community Foundation is an equal opportunity employer and seeks a diverse pool of candidates in this search. We strive to be trustworthy, inclusive and entrepreneurial in all we do.  We offer a competitive compensation package including benefits such as health, vision and dental insurance, retirement contribution and match, tuition reimbursement, life insurance, disability insurance, charitable match, flexible spending account, employee assistance program and more.

To apply, please submit a resume and cover letter by clicking here:

Direct calls and/or unsolicited third-party endorsements are strongly discouraged. No professional recruiters please.