The Carl Angus DeSantis Foundation seeks a high-performing, responsible and a self-motivated professional for the position of Foundation Administrator. This unique position combines the roles and responsibilities of an executive assistant and a grants administrator. This is a full-time position working 40 hours per week, with access to full benefits.
The Administrator will work closely with the Directors in tracking grantees, developing and maintaining reports, drafting correspondence and facilitating effective communication
Executive assistant duties: Scheduling; assembling and disseminating materials for board meetings and convenings; answering all incoming calls from potential and current grantees, taking messages; accompany Director/s on site visits; assist in planning special events; sorting incoming mail; coordinating travel; and managing office supplies and vendors.
Grants Administrator duties: Manage, update and maintain GivingData platform. Maintain communication with grantees, applicants, board members and staff with the grant management system. Draft and send out decline and award letters; maintain past and current grantee files and applications; process interim and final reports and submit check requests and issue checks.
Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Excellent customer service skills.
- Excellent written and oral communication skills; exceptional interpersonal skills, a focused listener.
- Advanced MS Office skills.
- Strong organizational and project management skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
- Ability to take initiative and manage projects assigned through completion with minimal supervision.
- Ability to work effectively independently and as a highly resourceful team player under pressure and within deadlines.
- Creative and innovative thinker, who actively presents new opportunities, proposes solutions and recommends best practices.
- Ability to anticipate challenges and effectively resolve potential issues through creative problem solving.
- Ability to work creatively and with flexibility in a fast paced environment while maintaining high work standards.
- Ability to develop rapport and engender trust.
- Exhibits a positive attitude and professional demeanor.
Education and Experience Requirements:
- Bachelor’s degree, preferred
- 2+ years of applicable grant administration experience, preferred. Giving Data experience preferred but not required.
- Experience in foundations, nonprofits, or the private sector, highly desirable
- Experience with donor and grant making software, desirable
- Provides administration for the grants process throughout all stages including receiving, assessing, tracking, payment/check requests, documenting all inquiries and/or proposals; assuring that submitted documentation meets all Foundation and legal requirements; and maintaining accurate and timely records of Foundation grant-making and other programmatic activities.
- Provides technical assistance to grantees with online application and reporting processes.
- Maintains the online nonprofit database and physical grant files ensuring the accuracy and integrity of data as well as grantee relationship history.
- Oversees standard terms and conditions for grant award letters and agreements.
- Trains Foundation staff on grants management software; ensures that protocols are executed properly; creates and edits software templates, code and reports.
- Maintains relationship with grants management software vendor; coordinates with Foundations IT vendor to maintain software.
- Assists with required research pertinent to grant due diligence, ongoing review, and close-out analyses.
- Works with Directors and Administration and Program Officers to coordinate and maintain grant cycle calendar and site visit schedules; assists with the preparation of grant related materials for Committee and Board Meetings.
- Supports the Foundation’s finance and communication functions; generates requested information, data and reports from information maintained in the grants management database or other sources of information.
- Other duties as assigned aligned with CADF’s strategic objectives.
