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Grants Administrator Assistant

Job Type : Temp/Contract to Direct
Hours : Part Time
Travel : No
Relocation : No

Job Description :


Job Description



Job Title:        Grants Administrator Assistant         

Reports To:   VP for Programs and Strategy

Department/Division:   Programs                             

Standard Hours: 20 hours per week (Must work Tues)



Position Overview

Work with Grant Department staff to support overall grantmaking process. Use online grantmaking system to update forms, import grant applications, provide grant staff and volunteers review teams with application material and grant reports as needed, follow up with applicants throughout the review process, process grant applications/awards/reporting and assist with meetings and preparation of related materials.  Serve as a point of contact to respond to phone and email inquiries from actual and potential grant applicants. 


Primary Responsibilities

The Grants Administrator Assistant is responsible for supporting the administrative components of the Program Division’s grantmaking processes. This includes, but is not limited to:


  • Updating forms in online grants management system for applications, reviews, and requirements

  • Process grant applications and reports using online grants data base systems

  • Manage and track open applications, including following up with grantees, applicants, and program staff

  • Communicate internally, particularly with program directors, officers and associates

  • Communicate externally with grantees, applicants and potential applicants regarding grants and grants process

  • Provide reports, responses to inquiries and grant histories to internal staff as requested

  • Process grants and installments for payment

  • Conduct due diligence on grant proposals

  • Support grant review process

  • Administrative support and logistics of meetings

    • Assists with grant meetings and organizes materials for the meetings

    • Outreach Sessions and other types of meetings, workshops and trainings

  • Ensures careful record keeping through maintenance of the database and grant files

  • Assists with administrative tasks for all grant programs

  • Assists with preparation of communication materials


Other Responsibilities

  • Provides back-up to the receptionist on a rotating schedule

·         Provides information to volunteers and nonprofits

·         Maintain confidentiality of Community Foundation affairs in communications, both written and oral

·         Occasional attendance at Foundation events outside work hours

·         Other duties as required or assigned





Required Qualifications :


Education:  B.A. or A.A. Degree preferred


Experience:  3-5 years of experience in an administrative position and with a variety of software systems.



  • Facility with Microsoft Office products especially Word, Excel, Outlook and Power Point

  • Facility with relational databases

  • Strong writing and communication skills

  • Excellent attention to detail, strong organizational skills and ability to multi-task

  • Able to work with minimal supervision

  • Able to work under the pressure of tight deadlines

  • Reliable and punctual

  • Participative and proactive work style, team player and sense of humor

  • Mature interpersonal style, ability to interact professionally with a diverse range of people

  • Ability and willingness to learn new software and processes

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