Community Investment Senior Coordinator

Job Summary:

The Community Investment Senior Coordinator, working under minimal supervision, provides high level administrative support by applying a thorough understanding of company and departmental operations. The role proactively addresses the day-to-day needs of the Westfield Insurance Foundation and its Community Investment strategy. This role requires discretion and confidentiality, strong time management, attention to detail, and verbal/written communication skills. The Community Investment Senior Coordinator supports the administration of donations and the Volunteer Grant Program; coordination of Team Volunteer events; and ensures high-quality documentation of decisions and records.

Job Responsibilities:

• Serves as an administrative professional, acting as link between the Westfield Insurance Foundation and Community Investment programming by supporting employee and community engagement processes.
• Demonstrates discretion and confidentiality when working with donations, nonprofit organizations, employee giving, and internal funding decisions. Must demonstrate professionalism, accountability, stewardship, and integrity, values that are representative of the Foundation’s philanthropic purpose.
• Provides support to the Foundation and Community Investment staff by coordinating administrative needs and functions, including:
  • Donation Support
    • Receives notice of approved donations and enters amounts and terms into the Bonterra-CyberGrants platform.
    • Completes templated donation letters to nonprofit organizations.
    • Reconciles paid donations with existing budget.
    • Updates CyberGrants system periodically for current and future donation decisions.
  • Volunteer Grant Program Support
    • Receives initial form submissions and updates CyberGrants database.
    • Verifies volunteer hours with nonprofit.
    • Notifies employees of grant using internal template.
    • Enters grant information into CyberGrants to be paid by Community Investment Senior Professional.
  • Team Volunteer Event Coordination
    • Receives initial form submissions and replies within 48 hours to the requestor.
    • Sends volunteer options and instructions based on form details.
    • Functions as a main contact leading up to the scheduled event.
    • Gathers photos, stories, and feedback from participants.
    • Updates internal files to track event details and serve as a reminder for future planning.
  • Reporting and Administrative Support
    • Track employee engagement and participation metrics of Community Investment and employee engagement
      • Open Match (company donation matching program)
      • Volunteer Grant Program
      • Team Volunteering
• Assists with internal communications from the Foundation and Community Investment.
  • Drafts written content for internal employees for intranet articles, newsletters, and a web-based giving platform, Purpose Connect, using sourced content from the Westfield Insurance Foundation/Community Investment team, Employee Resource Groups (ERG), Human Resource (HR) Team such as:
    • Photos and stories from Team Volunteering events.
    • ERG activities and events.
    • HR initiatives to promote employee engagement.
  • Supports communication needs by updating materials such as infographics, flyers, and graphics used to connect our culture across Westfield’s global Enterprise.
• Supports communication with external stakeholders when directed, relating to sponsorships, community events, volunteering, and nonprofit partners.
• Responsible for independently managing defined Community Investment processes from intake through completion, including tracking deadlines, follow-ups, approvals, and documentation.
• Monitoring of Community Investment budgets, commitments, and expenditures, including identifying variances and escalating issues.
• Coordination of special projects and initiatives across Community Investment, including establishing timelines, coordinating stakeholders, and ensuring deliverables are completed.

Job Qualifications:

• 3+ years of experience in administrative coordination, program coordination, community investment, employee engagement, or a related field. High School Diploma or General Education Diploma (GED) and/or commensurate experience.

Location:

Hybrid - defined as working three or more days per week in the office

Licenses and Certifications:

NA

Behavioral Competencies:

• Collaborates with Stakeholders
• Communicates Effectively
• Customer Focus
• Decision Quality
• Nimble Learning

• Confidentiality

Technical Skills:

• Budgeting

• Computer Literacy

  • Microsoft Suite

    • Teams

    • Excel

    • Forms

    • Word

    • Power Point

    • Copilot

  • AdobeAcrobat

  • Canva

• Documentation of donation requests, payments, grant submissions, employee inquiries and general correspondence around Foundation and Community Investment.

• Office Administration

• Planning & Scheduling

• Reporting

• Workflow Management

• Typewriting

This job description describes the general nature and level of work performed in this role. It is not intended to be an exhaustive list of all duties, skills, responsibilities, knowledge, etc. These may be subject to change and additional functions may be assigned as needed by management.