Purpose: To provide administrative and other support to the program staff, grants management staff and Associate Directors. This position reports to the Associate Director.
Responsibilities:
Administrative
- Provide support to program staff, including assisting with correspondence, phone communications, meeting logistics and other duties as assigned.
- Monitor external communications, such as The Foundation website, making updates or changes as identified by the senior management.
- Provide logistical support for internal meetings, staff training and external meetings.
- Coordinate and maintain Foundation memberships, subscriptions, and access information.
- Assist with Board meetings, in coordination with grants management team.
- Prepare check requests, process invoices, and create expense reports.
Grantmaking
- Work with Grants Management staff to perform data entry of proposals for three annual deadlines, as assigned.
- Serve as liaison to connect program and grants management initiatives.
- Assist program staff in maintaining relevant and required grantee reports and information in database and other files, with emphasis on electronic recordkeeping.
- Coordinate discretionary grant requests, including writing summaries and collecting supporting documents in collaboration with appropriate staff.
- Perform timely and accurate input and updates of applicant and grantee information as requested by grants management team.
Programmatic Knowledge
- Create bi-weekly internal newsletter for staff highlighting current issues and trends, meetings, and other updates relevant to grantmaking and philanthropy.
- Represent the Foundation professionally by responding to inquiries and attending meetings, events, and conferences.
- Develop knowledge of program areas and a clear understanding of how they are related to The Foundation’s grant-making and operations.
- Maintain library and reference materials, such as The Chronicle of Philanthropy, as needed. Develop and maintain resource files for program areas, including current issues, key people, and organizations.
- High School diploma or equivalent plus additional specialized training in administration, office management, business, or related field from an accredited college; and 3 years of progressively responsible administrative experience; or any equivalent combination of experience and training which provides the required knowledge, skills, and abilities. Prior working experience with a non-profit organization is preferred.
- Experience with Microsoft Office products and database software.
- Experience with communications best practices and platforms such as WordPress and Canva is preferred.
- Must be detail-oriented, able to meet deadlines, handle multiple tasks and have superb writing and editing skills.
- Must have excellent interpersonal skills with ability to communicate effectively with all levels of The Foundation and the public.
Salary is in the $55,000 – $65,000 range, based on experience. Excellent benefits include: medical HMO, POS, PPO (85% employer paid for employee coverage), dental and vision coverage (85% employer paid); 10% employer contribution to employee retirement plan (after 6 months of employment); life insurance, Short-Term and Long-Term disability insurances (100% employer paid). 2 weeks’ vacation, 12 days sick leave, paid parking or transit assistance.
Interested and qualified candidates should apply by sending a cover letter and resume by email to [email protected], Attn: Ms. Tobi Printz-Platnick, Associate Director. For best consideration, apply by November 30, 2023.