Grants and Operations Associate

Core Responsibilities:

GRANTS MANAGEMENT:

• Manage the administration of the Foundation’s grantmaking
• Work closely with the Executive Director to strategize and develop processes for ongoing grantmaking, determine timelines for ongoing grantmaking, and evaluate/analyze current grantmaking processes to strengthen policies and practices.
• Maintain and trouble-shoot the online application system
• Manage the ongoing development of the grants management system
• Administer the grants and contact management system, including managing relevant vendors and contractors and updates as needed
• Serve as the initial point of contact for grant seekers
• Develop proposal summaries and other written materials pertaining to the grant recommendations, including supporting presentation of grant data
• Organize and prepare materials pertaining to docket and semi-annual board meetings
• Monitor and request progress reports from grantees
• Maintain grantee files and records in accordance to IRS standards, and oversee preparation of grant-related materials for the annual audit and tax filing
• Work independently on special projects in support of the Foundation’s mission

OPERATIONS AND ADMINISTRATIVE SUPPORT:

• Coordinate Foundation’s off-site and on-site board meetings and program activities, including event planning support
• Attend and support logistics in preparation, during, and after Board meetings (e.g. materials, supplies, preparing minutes)
• Work with the Executive Director and Board President to maintain communication with Board of Directors
• Support in person or virtual site visits, committee Board meetings, and schedule Board-related meetings for the Executive Director
• Manage correspondence with public
• Project manage the Foundation’s website, including overseeing updates to the website copy and overall liaising with IT consultant
• Office management, including but not limited to ordering office supplies, managing office equipment, maintaining physical and electronic files according to Records Retention Policy, and communicating with vendors (e.g. phone and internet providers)

PROGRAM SUPPORT:

• Attend meetings of the Board of Directors, philanthropic conferences, and grantee-hosted convenings, upon the request of the Executive Director
• Assist the Executive Director in non-grantmaking activities that help to advance the goals and strategies of the Foundation, such as the preparation of panels, events, and concept memos
• Help monitor Foundation activities and priority areas, and conduct research on relevant issues and policy developments
• Hire and supervise paid intern(s)

Ideal Candidates will have

• A demonstrated commitment to racial, social, and economic justice.
• A problem solver with excellent organizational and project management skills and is detail oriented.
• Strong written and verbal communication skills, including listening, comprehension, and interpersonal skills.
• Ability to prioritize, multitask, and meet deadlines in a fast-paced and sometimes unpredictable work environment.
• Ability to take initiative, work independently, and work as a member of a team.
• Excellent judgment, discretion, and comfort working with a small, close-knit staff and Board.
• Capacity to understand complex and unfamiliar subjects and excited to learn new skills.
• Facility with database/content management systems. Experience with Salesforce, a plus.
• Knowledge of grantmaking systems and best practices, a plus.
• Ability to work occasional weekends and travel, when possible.
• Experience working in an office environment, executing tasks relevant to the job description.
• Experience with philanthropy or non-profits helpful, but not required.
• Bachelor’s degree or equivalent experience required.