Description

The Grants Associate position involves managing and supporting various administrative and financial functions related to grants processing. This includes data management, communicating with grantees, reviewing compliance of due diligence information, generating documentation, and creating records and files for all grants made by the Foundation. The incumbent is responsible for monitoring the status of a grant from inception to payment and coordinating and reviewing grant reporting for both domestic and international grants. The role reports to the Director of Grants Management.

Requirements

• Processes and serves as the point of contact for Trustee(s) assigned Grants. Contacts grantees, conducts due diligence documents information in SmartSimple, the Foundation’s grants database, generates agreements, completes the review process; initiates payments, creates electronic grant files, and ensures all reporting requirements have been met.
• Serves as support desk agent, logging and troubleshooting SmartSimple queries. 
• Works with the Accounting department to process grant payments in accordance with both Foundation policies and procedures as well as IRS and other government regulations.
• Creates and maintains electronic grant files that meet legal, auditing, and Foundation requirements.
• Serves as a representative/information source for grantees and nonprofits in the community. Handles Letters of Inquiry (LOls) and phone calls, communicating overall programmatic strategies of the Foundation.
• Participates in department meetings and small group discussions about Grants Management policies, Grant status, and SmartSimple usage.
• Monitors receipt of grantee reports and distributes to staff. Verifies that all requirements have been fulfilled and information is complete. Liaises with grantees to obtain additional items and processes Grant extensions and amendments as needed. Closes out completed grants.
• Acts as point of contact between the Marketing and Communications department and grantees regarding any publication or recognition of grants and other grant-related sponsorship items.
• Coordinates data clean-up efforts in SmartSimple, including but not limited to grant cataloging and tagging.
• Ensures grantee information (including contact information and related grant payments) is up-to-date and accurate in Smart Simple. Inputs new information as needed.
• Assists in the monitoring of grant payments for cash flow purposes through a monthly analysis and adjustment process.
• Supports Grant processing of the Foundation's Employee Engagement Programs, which include Employee Matching and Philanthropic Recommendations. 
• Generates grant-related reports for Board of Directors, Trustees, and staff as needed.
• Serves as a member of the Programs and Grants Team, participating in Team and work activities.
• Other duties as assigned.

SUPERVISORY RESPONSIBILITIES: 

• None 

PRIMARY INTERACTIONS

• Daily contact with CBOs (community-based organizations) to answer questions and give information.
• Daily communication within the Grants Management team, Programs Team and with Trustee Program staff in support of the grantmaking process. 

KNOWLEDGE, SKILLS AND ABILITIES

• Deep understanding of the mission and values established by the Board of Directors.
• Understanding of Foundation policies and procedures and IRS regulations concerning grantmaking.
• Excellent interpersonal skills, and the ability to work effectively with the Board of Directors, colleagues, grant-seekers, government officials, and the general public.
• Critical thinking and analytical skills.
• Strong attention to detail and accuracy.
• Strong oral and written communication skills.
• Excellent customer service skills.
• Experience working in a diverse, multicultural environment.
• Strong organizational skills.
• Ability to balance priorities in a multitask environment.
• Excellent knowledge of the SmartSimple database or similar grants management system. 
• Proficiency in other data systems and software (e.g., Word, Excel).
• Ability to handle confidential information with complete discretion.

EDUCATION, EXPERIENCE AND CERTIFICATIONS

• Bachelor's degree in public or business administration or related field.
• One to three years of grants administration experience, preferably in a philanthropic environment.
• An equivalent blend of education and experience is acceptable. 
• Foreign language is a plus, French or Spanish preferred.

COMPENSATION

To be determined based upon experience and qualifications. This position is currently being benchmarked with an anticipated pay starting between $33.75 to $38.25 per hour. This position is non-exempt, and employee is eligible for the Foundation’s competitive health and benefits plan that includes:

BENEFITS

• 100% employer-paid benefits (medical, dental, vision) for employee-only insurance plans
• 100% employer-paid life insurance and AD&D
• 100% employer-paid short-term disability and long-term disability
• 100% employer-paid parking 
• Subsidized Class Pass membership
• Pet insurance 
• Annual employer provided $200 (FSA) flexible spending account allowance
• Winter Break
• Summer Fridays

RETIREMENT

• Immediate eligibility for employee contribution to 403b plan and Roth IRA. 
• After one-year anniversary with the Foundation, eligible employees receive an employer-paid contribution of 10% of their salary to a 403b plan regardless of if the employee contributes to retirement

CULTURE

• Professional development opportunities
• Monthly employee engagement activities and celebrations
• Yearly staff retreat
• Access to a kitchen fully stocked with nutritious snacks

ENVIRONMENTAL FACTORS AND CONDITIONS/PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the position.

Work is performed primarily in a professional office setting utilizing telephone, computer, and office equipment. Performing the duties of this position requires regular and repetitive hand/wrist/finger motion and visual focus (close vision and ability to adjust focus), including an extensive review of proposals, legal documentation, detailed financial reports, and grant agreements. The employee is regularly required to stand and/or sit for long periods, talk and hear both in person and by telephone, and reach with hands and arms. The employee is occasionally required to walk, climb, stoop or bend, and lift up to 25 pounds. This position will spend time on-site visits, in public venues, and/or conferences, events, and meetings with partners. While performing the duties of this position, the employee is regularly required to work on multiple concurrent tasks with constant interruptions, read and interpret documents and information, use oral communication skills, and interact with Foundation staff, the general public, and others encountered in the course of work, some of whom may be dissatisfied, demanding, and/or angry individuals. 

Pay starts at: $33.75 to $38.25