• Pre-Award Program Activities
  • Assist with maintenance of the grants management system:
    • Application Submission Platform:
      • Update web application forms for grant programs;
      • Work with Operations Staff to resolve technical issues for applicants;
      • Assist Program Staff with application intake and conducting due diligence;
      • Work with Operations Staff to resolve issues with data integrity, including: discrepancies, data entry, duplicate records, and relationship linkage
    • Reviewer Portal:
      • Update the web review submission form;
      • Work with Operations Staff to resolve technical issues for reviewers;
      • Assist with Committee tracking and communication.
  • Assist Program Staff in the development of application templates, forms, and other application materials;
  • Work with Operations Staff to update grant program webpages (WordPress) for grant cycle launches;
  • Update email distribution lists for associated grant programs; release RFP and additional program information via Constant Contact;
  • Support Program Staff with meeting scheduling and logistics, travel arrangements, managing virtual and in-person event registrations, meeting technology support, and other administrative functions; and
  • Process payments for honoraria, stipends, and travel reimbursements.
• Post-Award Program Activities
  • Assist Operations Staff in award approval and payment processes;
  • Assist Program Staff in tracking and intake of awardee reporting including progress and final research and financial reports, budget reallocation requests, no-cost extension requests and project modifications;
  • Update awardee records for reporting and website updates; and
  • Assist Program Staff with grantee publication submission and archival processes.
• General Administrative Activities
  • Maintain department records and file organization; Maintain records of department subscriptions and process renewals;
  • Maintain Grants Calendar and Inbox;
  • Assist with coordination of internal and external meetings; take meeting notes; and
  • Conduct monthly reconciliation of department check and credit card transactions, liaise with Administration & Finance staff to review and triage accounts payable/receivables.

• BS/BA or equivalent with a minimum of two years of experience in a related field such as grants administration, database management, philanthropy, development, biomedical research/community health initiatives and/or general administrative function in an office setting;
• A commitment to value and elevate diversity of thought, backgrounds, and perspectives;
• A commitment to growth and flexibility in their approach to solving problems;
• Preference will be given to candidates with experience in philanthropy, grants management, institutional pre- or post- award services, or foundation relations;
• Proficiency in or capability of adopting new software, including grants management systems (and/or other relational databases), Asana (and/or other project management tools), Adobe Acrobat, Microsoft Suite, WordPress, Video Conferencing/Calling;
• Ability to task-switch in order to manage multiple projects;
• Ability to work as part of a team and self-starter;
• Exceptional attention to detail and commitment to high-quality work;
• Excellent organizational, critical thinking, and interpersonal skills;
• Excellent verbal and written communication skills; and
• Ability to manage multiple, competing deadlines.

This description is intended to indicate the kinds of work duties that will be required in this position. It is not intended to limit, or in any way modify, the rights of any supervisor to assign, direct, and contract work of staff under their supervision. The use of a particular illustration describing duties shall not be held to exclude other duties, not mentioned, that are of a similar level or difficulty.

Job Summary