Position:  25-40 hours per month, non-exempt

Reports to:  Executive Director

Location:  120 West Tupper, Buffalo, NY.

Compensation:  Commensurate with experience ($20.00/hour to $25.00/hour)

Position Overview:  The Office Manager is responsible for a variety of tasks related to the day-to-day operations of the Foundation including supporting the grant application process, finances and bookkeeping, technology, Board of Directors communications and other tasks as needed.

The James H. Cummings Foundation is a private foundation providing funds to organizations in Buffalo, NY, Hendersonville, North Carolina and Toronto to support medical research, science and education, services to vulnerable youth and services to older adults/vulnerable adults. There are four grant cycles per year.

Grants Management

  • Maintain and update the grants management system (Foundant)
  • Communicate with grantees for acceptance and approval of Letters of Intent, Grant Applications, Requests for Payment and Final Reports
  • Update Letter of Intent and Grant Applications as necessary
  • Maintain files (paper and electronic) of all grants and organization receiving funding


  • Maintains Quicken Accounting schedules and coordinates payment of all monthly invoices for operating expenses including payroll and quarterly taxes
  • Coordinates monthly requests for payment from grantees
  • Maintains monthly Statement of Grants
  • Reconciles monthly bank statement and updates monthly investment spreadsheet
  • Prepares necessary materials for annual financial audit and taxes

Board Support

  • Assists with scheduling and preparation of materials for quarterly Board meetings including setting up technology as required
  • Maintains minutes of meetings
  • Completes all correspondence both pre and post Board meetings

General Duties

  • Coordinates all office correspondence
  • Orders office supplies
  • Maintains website including updating information as necessary
  • Coordinates travel for Executive Director and Board as needed

Other duties as assigned.

Bachelor’s degree or equivalent combination of experience and education needed to perform job functions.  A successful candidate will be highly motivated, able to take initiative, work independently and solve problems.  Experience in the nonprofit sector is preferred.


  • Demonstrated proficiency organizing and managing multiple tasks and priorities simultaneously.
  • Able to anticipate what needs to be done, demonstrates strong sense of purpose and takes initiative. Honors deadlines.
  • Ability to work independently with minimum supervision.
  • Proficiency in Microsoft Word and Teams, Outlook, Quicken Accounting Software and Zoom. Ability and willingness to learn new software as required.
  • Aptitude for data entry, website maintenance and general administrative tasks.
  • Excellent relationship building and communication skills, both written and verbal.
  • Embraces equity, diversity, and inclusion.
  • Flexible and collaborative.
  • Has access to reliable transportation either private or public. Ability to lift 25 pounds.

Please send resumes and cover letters (no phone calls please) to by May 15, 2021.

James H. Cummings Foundation is an Equal Opportunity Employer