Job Description

Grants Associate

SUMMARY

Under general supervision, the Grants Associate manages and supports various administrative and financial functions for grants processing, including data management, contacting and communicating with grantees, reviewing submission and compliance of due diligence information, generating documentation and creating records and files associated with all grants made by the Foundation. This position is responsible for monitoring the status of a grant from inception to payment and coordinating and reviewing grant reporting for the Foundation's domestic and international grants.

KEY RESPONSIBILITIES

• Processes and serves as the point of contact for Trustee(s) assigned Grants. Contacts grantees, conducts due diligence documents information in SmartSimple, 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 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 cataloguing and tagging.
• Ensures grantee information (including contact information and related grants 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 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 and with Trustee Program staff in support of the grantmaking process.

Requirements:

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 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 organization 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.
• Three years of grants administration experience, preferably in a philanthropic environment.
• An equivalent blend of education and experience is acceptable.
• Knowledge of a foreign language is a plus.

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