Grants Administrator

Position Summary

The Simons Foundation (SF) Grants Administrator is responsible for providing administrative support for pre- and post-award activities for their assigned portfolio of grants. This position is currently assigned to the Life Sciences portfolio; this is subject to change based on departmental needs. The Grants Administrator will work closely with applicants, grantees, and program staff and will be a key resource on the foundation’s grantmaking practices. The role requires a thorough understanding of foundation policies, procedures, and program-specific requirements as well as the ability to communicate them clearly. The Grants Administrator will also be expected to develop expertise in the Simons Award Manager (SAM), the foundation’s grants management system. This role requires independent work, long-term ownership of grantmaking processes, and the ability to cultivate strong working relationships, both internally and externally. The Grants Administrator reports to the Senior Grants Manager of Life Sciences.

This position is a full-time position based on-site at the Simons Foundation’s New York City offices. Visit the Simons Foundation career page to learn more.

Essential Functions/Responsibilities

• Responds to inquiries from applicants, grantees, and institution administrators, translating complex grant requirements into clear, actionable guidance while clearly communicating SF policies and procedures. Exercises judgment in determining when to escalate issues.
• Runs the request for applications (RFA) processes for streamlined award types/RFAs, as needed.
• Aids in the creation and maintenance of all program templates.
• Reviews all letters of intent (LOI) and full application materials for compliance with SF policies and program requirements, directly requesting revisions from applicants as needed.
• Provides administrative support for internal and external grant reviews.
• Assists in conducting grantee due diligence.
• Monitors international grants for compliance; completes annual international award verifications and coordinates equivalency determinations.
• Assists with the processing of award letters and other notifications, and with activation of awards.
• Supports the grants management system (SAM) by troubleshooting user issues, assisting with onboarding and training of new users and maintaining award records.
• Manages the grant deliverables process, including sending reminders, tracking submissions, providing first tier review of deliverables and, in some cases, manages the final-tier review and approval of financial statements. Flags areas for review and works to resolve issues or escalate to the Senior Grants Manager.
• Manages the award closeout process.
• Coordinates directly with internal program and scientific managers throughout the grant life cycle.
• Prepares deliverable and portfolio analysis reports as needed.
• Contributes to the development, organization, and ongoing refinement of grants team policies, processes, and SOPs; continuously evaluates existing procedures and collaborates with the Senior Grants Manager to recommend improvements.
• Actively manages competing priorities to balance responsibilities and complete assignments in a timely fashion.
• Performs any other duties or tasks as assigned or required.

Minimum Qualifications

Education

• Bachelor’s degree

Experience

• At least 2 years of full-time administrative experience
• Previous experience in grants or in sponsored projects administration is ideal.
• Experience creating or maintaining written documentation, training materials, or user communications preferred.
• Knowledge of SmartSimple or related grants management system is a plus.

Related Skills & Other Requirements

• Outstanding interpersonal, written and oral communication skills
• Excellent organizational, time and workflow management skills. Must be able to prioritize, multitask and meet competing deadlines.
• Exceptional attention to detail and task follow-through
• Demonstrates good judgment, discretion and sound decision making
• Strong computer skills with proficiency in Microsoft Word, Excel, PowerPoint, and the broader Microsoft Suite
• Eagerness to grow with the position as the organization’s needs evolve

Required Application Materials

• Please submit a résumé and a cover letter stating your interest in the position.

Compensation & Benefits

• The full-time annual compensation range for this position is $75,000 – $80,000, depending on experience.
• In addition to competitive salaries, the Simons Foundation provides employees with an outstanding benefits package.

Our Commitment to Expanding Pathways to Science & Opportunities for All:

Many of the greatest ideas and discoveries come from a diverse mix of minds, backgrounds, and experiences. The Simons Foundation is committed to advancing basic science and mathematics to benefit humankind and expand our collective understanding of our world. As part of our mission, we support partners, programs, and initiatives that seek to broaden the scientific community and open pathways to science and mathematics careers.

The Simons Foundation provides equal opportunities to all applicants without regard to race, religion, color, age, sex, pregnancy, national origin, sexual orientation, gender identity, genetic disposition, neurodiversity, disability, veteran status, or any other protected category under federal, state, and local law.