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Grants Administrator

Position Summary

Reporting to the Director of Program & Grant Operations, the Grants Administrator plays a key role in the life-cycle of the grantmaking process by implementing, managing and facilitating several operational processes, including: due diligence review, proposal distribution, the grant agreement process, grant & donation payments, and amendment letters.  The Grants Administrator works closely with Foundation Grantees and with Programs and Operations staff (especially the Legal and Finance & Accounting departments) to ensure accurate, complete and efficient processing of documentation, as well as clear and timely communications with stakeholders.

Areas of Responsibility

  • Implements and manages the grant agreement process utilizing system templates, and works with the Grantee and the Foundation’s legal team on custom contractual language.
  • Creates and actively monitors all grant or donation payment and refund records. Reviews, authorizes and generates payment letters for all weekly check runs.
  • Performs due diligence and compliance functions for all new grants and scheduled payments, adhering to IRS and Department of Treasury requirements.
  • Performs analyses of systems data on several grant-related business processes and creates summary reports for internal stakeholders. Also assists in the production of grant reports included in annual tax schedules.
  • Drafts all Grant Amendment Letters and updates grant records to reflect any necessary changes.
  • Assists with the distribution of proposal materials to Foundation’s President and Board of Trustees.
  • Processes all honoraria payments related to the Foundation’s external review process.
  • Implements departmental special projects as needed.

Criteria & Relevant Skills

  • Bachelor’s Degree or at least 5 years of grantmaking administrative experience.
  • Relevant experience in document management, payment monitoring, or contract administration, preferred.
  • Experience within a non-profit or foundation environment including working with grant management software (or experience with SalesForce.com), preferred.
  • Excellent attention to detail and demonstrated history of meeting work deadlines.
  • Strong analytical capabilities, especially related to business processes.
  • Proficient in MS Office including experience working with Excel pivot tables, required.
  • Excellent written, oral and interpersonal communication skills.
  • Strong personal interest in the Foundation’s mission is essential.
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