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Grants Assistant

Position: 
Grants Assistant
Application Deadline: 
Friday, March 1, 2019
Job Description: 

Grants Assistant – Full Time, non-exempt

The S. Mark Taper Foundation is seeking a grants management and administrative assistant to support its grants management activities and perform key office administrative tasks.  The Foundation is a responsive grantmaker funding a broad variety of areas including arts, education, health, social services and environmental issues.  Grants include support for programs, general operations and capital projects.

Position Description

The Grants Assistant is responsible for maintenance of the grants management process and will provide day-to-day administrative support for office staff.  This person will report to the Executive Director and will perform the following duties:

Grants Management:

  • Administer all aspects of the grants management process: maintain grants management database software; ensure data integrity in databases; perform data entry for letters of inquiry and applications; process grant applications and obtain outstanding materials; monitor and ensure timely receipt of reports from grantees; track grant contingencies; collect and analyze grant data; maintain electronic and physical files related to all aspects of the grant cycle;  prepare, scan and verify historical documents as they are converted from paper to electronic files; participate in professional development activities; and carry out other duties, as assigned.
  • As part of the grants management process: produce various documents and reports; coordinate materials for board members; assist with the preparation of grant agreements; produce grant notification letters; manage declinations; coordinate routine correspondence with potential grantees and others; coordinate publicity approvals; and produce reports from grants management software.

Reception:

  • Serve as an initial point of public contact for the Foundation: greet and welcome visitors to the office; answer, screen and direct telephone calls; respond to e-mail inquiries; field general inquiries from potential grantees; coordinate conference calls, appointments, meetings and site visits with internal and external participants; and carry out other duties, as assigned.
  • Liaise with board members and coordinate Foundation-wide meetings.

Administrative support:

  • Provide administrative support for office staff: process incoming and outgoing mail; order and maintain supplies; liaise with building management; compose, proofread and correct documents with a high level of accuracy; prepare written materials for internal and external audiences; back up other office duties, as needed; and carry out other duties, as assigned.

Qualifications

The successful candidate for the position will have excellent database management and analytical skills, a strong desire to work with and support the Foundation and its grantees and will understand work in the nonprofit sector.  The Foundation seeks an experienced professional with the following qualifications:

  • Bachelor’s degree or equivalent education and experience
  • Minimum of  0-3 years of relevant work experience
  • Experience in working with relational databases, preferably grants management software
  • Computer skills including Microsoft Office Suite
  • High level of attention to detail and accuracy
  • Strong analytical, critical thinking and data management skills
  • Strong written and verbal communication skills
  • Highly organized
  • Ability to take initiative, problem solve and exercise good judgment
  • Ability to prioritize work, manage time effectively, multi-task and meet deadlines
  • Curiosity, willingness to seek new information and look for new approaches to existing processes
  • Ability to discern sensitive matters and handle them with discretion, confidentiality  and tact
  • Ability to work independently, when appropriate
  • Strong interpersonal skills and an ability to develop and maintain productive work relationships
  • Ability to interact with all persons, inside and outside the Foundation, in a professional, courteous and tactful manner
  • Flexibility and comfort with a certain level of ambiguity
  • Professional demeanor, dependability and integrity
  • Ability to welcome feedback as a means to professional growth
  • Experience in and demonstrated commitment to philanthropy or nonprofit organizations

Physical Requirements

  • Work at a desk and computer for a full work day, and up to 2 to 3 hours at a time
  • Lift and move documents and supplies up to 25 pounds
  • Bend to file or retrieve documents
  • Communicate effectively in speech and in writing
  • Read and understand complex written documents and written and verbal communications
  • Occasionally work extended hours (early and late), and weekends

Equal Employment Opportunity

The Foundation is committed to principles of equal employment opportunity for all employees and applicants and, in accordance with applicable laws, does not discriminate on the basis of sex, sexual orientation, race, color, religion, national origin, ancestry, age, marital status, physical disability, mental disability, medical condition or any other characteristic protected by law. 

Applicants with Disabilities

Reasonable accommodation will be made so that qualified applicants with disabilities may participate in the application process.  Please advise in writing of any special needs at the time of application.

Compensation and Benefits

Salary commensurate with qualifications and experience, plus benefits.  This is a full-time, non-exempt position located in Brentwood (West Los Angeles), California.

To Apply

Send resume and cover letter by email with the subject line “Grants Assistant Position” to Adrienne Wittenberg at: [email protected].  Please no phone calls to the Foundation.