Grants Management Assistant

About the Fund

Founded in 1940, the Rockefeller Brothers Fund (RBF) advances social change that contributes to a more just, sustainable, and peaceful world. The RBF's grantmaking is organized around three themes: Democratic Practice, Peacebuilding, and Sustainable Development. Though the Fund pursues its three program interests in a variety of geographic contexts, it has identified several specific locations on which to concentrate cross-programmatic attention. The Fund refers to these as “RBF pivotal places”: subnational areas, nation-states, or cross-border regions that have special importance regarding the Fund's substantive concerns and whose future will have disproportionate significance for the future of a surrounding region, an ecosystem, or the world. The Fund currently works in three pivotal places: China, the Western Balkans, and Central America. The Charles E. Culpeper Arts & Culture program, focused on New York, nurtures a vibrant and inclusive arts community in the Fund's home city.

Through grantmaking, the Fund supports efforts to expand knowledge, clarify values and critical choices, nurture creative expression, and shape public policy. The Fund's programs are intended to develop leaders, strengthen institutions, engage citizens, build community, and foster partnerships that include government, business, and civil society. Respect for cultural diversity and ecological integrity pervades the Fund's activities.

Position Summary

The Rockefeller Brothers Fund seeks a Grants Management Assistant to provide administrative support in the Grants Management and Legal team. Reporting to the Grants Manager, Compliance and Grants Administration, the incumbent will be responsible for administrative tasks to advance compliance and budgeting, financial management, database, and grant files and records. The incumbent will assist with all aspects of grant administration, including reviewing and proofreading grant agreements and other materials and preparing requests for payment of grants and non-grant appropriations. This role will also provide administrative and logistical support to the Grants Management and Legal team.

Key Responsibilities

Grants Management Compliance and Budgeting

• Assist in the review of proposed grant and appropriation recommendations, including the final proofreading of recommendations, ensuring accuracy and completeness of grant agreements and other related documentation.
• Run Bridger Insight compliance reports for new and subsequent grant payments.
• Support the review of grant reporting for compliance and following up with Counsel and Corporate Secretary, staff and grantees on any outstanding issues presented.
• Assist in monitoring expenditure responsibility and pass-through requirements.

Financial Management

• Assist with coordinating with the Accounting team on payment matters.
• Assist with tracking and monitoring payments.
• Support the preparation of payment requests following review and countersignature from grantees and consultants, update records in the grants management database, and help coordinate the weekly payment process with the Accounting team.
• Assist with reconciling grant, conference, and other program budget expenditures.

Database

• Review and confirm the accuracy of all grant-related information. .
• Work with the Grants Management and Legal team and other staff to optimize the database's use and maintain the coding structure.
• Run reports in the database, as needed.

Grants Files and Records

• Assist with maintaining and archiving electronic grant files, liaising with the Rockefeller Archive Center as needed.
• Assist with the grants close-out process.
• Assist with reconciliations of Pocantico conferences.

Support to Grant Management and Legal Team

• Assist/backstop the Grants Manager, Systems and Data Analysis, when necessary.
• Schedule meetings and travel and process expense reports for the Grants Management and Legal team.
• Monitor the Grants Management email box, fielding and replying to unsolicited email. Field telephone inquiries about the RBF’s grantmaking and grant application process.
• Assist with orientation of incoming staff on the Fund’s grantmaking and grantmaking process.
• All other duties and responsibilities as assigned by the manager.

Skills and Abilities

• Strong organizational skills and a keen eye for detail.
• Working knowledge of content management systems, email marketing platforms, and basic HTML/CSS.
• Experience adapting content for paid and organic digital communications.
• Enthusiasm for digital media trends and new technologies
• Experience executing and reporting on integrated digital marketing communications campaigns.
• Proficiency with Microsoft Office programs, including Word, Excel, PowerPoint, and Outlook.
• Knowledge of basic graphic design principles for digital communications and facility with simple design tools such as Canva; digital photography and/or video editing experience a plus.
• Ability to prioritize, manage multiple tasks, and consistently meet deadlines.

Education, Experience, and Knowledge

• BA/BS or equivalent degree.
• Two years of grants management-related work experience.
• Knowledge and understanding of philanthropy/the nonprofit sector and best practices in the sector preferred.
• Database experience required.

Expectations of All Positions

Each employee is expected to:

• Understand and support the philanthropic mission of the RBF
• Respect and value those who partner with or request assistance from the RBF
• Manage the resources of the RBF in a manner that maximizes the funds available for charitable activity
• Advance Belonging and Impact efforts in core responsibilities and institution-wide efforts
• Respect each RBF employee's contribution and support colleagues in fulfilling their responsibilities.
• Appreciate differences in perspectives and points of view and work collaboratively with colleagues toward shared goals and objectives.
• Commit time to RBF activities and conversations that strengthen the Fund's culture and improve its effectiveness opportunity in all work relationships.

Compensation and Benefits

The starting salary for this position is $56,500. The RBF reviews compensation on a regular basis to ensure market competitiveness and internal pay equity. We offer a generous benefit package that includes but not limited to:

• Medical, Vision, Dental
• 401k plan, in which the RBF contributes up to 15% of employees' pay. Employees are fully vested after three years of employment.
• FSA
• HSA with employer contributions up to $1,500
• Tuition reimbursement up to $4,000
• Upon hire, new staff receive up to 20 vacation days prorated based on the hire date.

The RBF has adopted a hybrid-remote model. During the current hybrid work arrangement experiment, this role will have the option to work from home, if desired, with the expectation of reporting to the RBF’s New York City office (475 Riverside Drive) based on the defined intervals or other circumstances, including when requested by a manager. The first six months requires the incumbent to work in the office at least three days a week.

Application Process

The Rockefeller Brothers Fund is an equal opportunity employer and invites applications from candidates regardless of race, gender, national origin, sexual orientation, age, disability, or religion. To apply for the Grants Management Assistant position, please use this link and include a resume and cover letter. The application deadline is April 4, 2025.

For additional information, please visit our website at www.rbf.org.