Hispanic Access Foundation

Administrative Assistant

• Provide administrative, operational, and grant management support to ensure effective implementation of the Forestry Program.
• Assist in preparing, tracking, and executing subcontract and subaward agreements, award letters, and related documentation.
• Maintain accurate and organized grant files, records, and documentation.
• Monitor the grant records for the department and ensure compliance with grant requirements.
• Support the development and implementation of internal policies and procedures related to grants management.
• Coordinate meetings, site visits, and other events related to grant activities and departmental operations.
• Monitor the department email inbox and inquiries, ensuring timely responses or appropriate routing.
• Take detailed meeting notes and assist in preparing correspondence and materials for funders, partners, and subrecipients.
• Conduct background research on best practices, funding opportunities, and relevant program topics.
• Prepare and distribute reports, presentations, and materials for both internal and external audiences.
• Support budget tracking and financial reporting.
• Work with the Finance Manager to resolve any invoicing issues related to subawards.
• Provide general administrative assistance to ensure smooth program operations.

Administrative Associate, Forestry

Operations

• The Development Operations Associate will serve as the backbone of the fundraising and development team, ensuring that all administrative and operational aspects of development are effectively managed and tracked.
• Manage the development pipeline, tracking donor and grant activity in Salesforce, flagging missing data and communicating with staff to ensure accuracy and completeness.
• Enter and update grant, donor, and opportunity information in Salesforce.
• Refresh and review pipeline reports to support regular review meetings.
• Ensure consistent tracking of contacts, activity history, and communication touchpoints in Salesforce.
• Support the preparation of development-related board reports and fundraising dashboards.
• Generate and analyze fundraising reports for quarterly and annual planning.
• Fulfill one-off data and report requests from leadership and the development team.
• Conduct prospect and funder research to identify individuals, foundations, and institutions that align with the organization’s mission and funding priorities.
• Schedule donor and funder meetings in coordination with senior staff.
• Maintain internal calendars and ensure timely follow-up for key fundraising actions.
• Develop funder overviews and briefing materials to prepare senior staff for meetings, including key background, funding history, and alignment with programmatic goals.
• Assist in grant writing and research efforts in collaboration with program and development staff.
• Support the completion and submission of grant reports, ensuring compliance with deadlines and funder requirements.
• Input contact and donor information into Salesforce, ensuring consistent data quality.
• Support the Chief Development Officer in preparation of board and leadership reports.
• Serve as a go-to team member for administrative support, file management, and coordination tasks related to fundraising.

Development Operations Associate

Customer Support

• Ensure Hispanic Access Foundation meets all core compliance obligations under the $25M USDA Forest Service cooperative agreement.
• Develop, implement, and monitor the Forestry Program compliance plan and provide progress updates to leadership.
• Provide training and technical assistance to staff and subrecipients on compliance requirements.
• Maintain compliance files for Hispanic Access and subawardees, including agreements, risk assessments, SAM.gov/UEI validation, and debarment checks.
• Track reporting deadlines, collect subrecipient reports and certifications, and support desk reviews and monitoring processes.
• Prepare and submit FFATA reports and support bi-annual reporting required by the Forest Service; ensure audit-ready records.
• Verify procurement compliance with 2 CFR 200/400 standards and ensure competitive procurement documentation and conflict-of-interest policies are followed.
• Confirm that costs are allowable, allocable, and reasonable under Uniform Guidance; track administrative cost limits and 80/20 passthrough requirements.
• Maintain documentation for federal monitoring, OIG review, and external audits; track subrecipients nearing the Single Audit threshold and assist with audit responses.

Administrative Associate, Forestry

Development Operations Associate

Compliance Support Specialist, Forestry