Grants Assistant

Position: 
Grants Assistant
Organization Name: 
The Morris & Gwendolyn Cafritz Foundation
Job Description: 

The Morris and Gwendolyn Cafritz Foundation is looking for an enthusiastic support professional to join the team in Grants Management.  The Grants Assistant is responsible for completion of grants and database management duties as well as ensuring the smooth functioning of the administrative and office systems.  The work is a critical component as the team in the Foundation in which program, finance, communications, and administrative functions overlap.

RESPONSIBILITIES:

Grants

  • Assist the Grants Manager in maintaining the accuracy and integrity of all database entries (Blackbaud Grantmaking).
  • Assist applicants with entire grant process from application to approval to subsequent reporting requirements and payment procedures.
  • Work with assigned staff, to perform data entry and coding of proposals for the three deadlines each year.  Notify applicant if proposal has insufficient information, according to Foundation guidelines.
  • Assist in the compilation of correspondence with grantees (award notification or denial, declarations, and other letters as directed by the Grants Manager)
  • Serve as primary database contact for external applicants and for staff, and as a core member of the Foundation’s Information Technology team.
  • Liaison to database provider for maintenance, support and trainings.
  • Ensure Blackbaud and IGAM documentation are current and assist in the creation of Blackbaud trainings.
  • Develop and run database queries and reports as requested by Foundation staff.
  • Verify grantee IRS tax identification numbers and status for monthly grant payments.
  • Assist with monthly grant payout.
  • Track the receipt and processing of grantee reports.  Be able to contact grantees diplomatically via mail, email or phone regarding overdue requirements.  Respond to inquiries about grantee requirements.
  • Create, assemble and maintain central grant files (original proposals, award letters, acknowledgements, reject letters, declarations, IRS documents, reports, monthly payment letters and corresponding checks).
  • Work with Grants Manager on the creation and distribution of the Board Book and related materials.
  • Produce Grants Approved reports for distribution to Foundation Board, the Foundation Center and others.  
  • Respond to requests for Foundation guidelines and annual reports via mail, fax or e-mail, as appropriate.
  • Serve as a member of the PEAK Grantmaking Washington, DC Chapter, to represent the Foundation, stay current on trends and continually improve the internal grants process and administration.

Operations and Administrative

  • Provide support to the Grants Manager including assisting with calendars, meetings, expenses, correspondence, communications, filing, setting up appointments, maintaining up-to-date information on contacts and photocopying.
  • Assemble Board meeting handouts and materials, as assigned.Provide and set-up food, beverage and other supplies for Board meetings.  Serve refreshments at Board meetings, as assigned. 
  • Provide coverage of the reception and kitchen area on assigned days.
  • Participate in Administrative Staff meetings.

Special Projects and Other

  • Assist the Grants Manager with producing the annual report of grants
  • Assist in the maintenance of the Foundation website and other communications tools.
  • Participate on office teams and other ongoing projects as assigned.
  • Additional duties as assigned.

QUALIFICATIONS:

  • Bachelor’s Degree or 4 – 5 years commensurate experience (nonprofit experience and/or philanthropy experience)
  • Complete understanding of Microsoft Excel and Word with working knowledge of mail merges required. 
  • Experience with databases required (knowledge of grant-tracking databases preferred).
  • Basic knowledge of HTML programming preferred. 
  • Must be detail oriented, able to meet deadlines and handle multiple tasks.
  • Must have excellent time management and organizational skills; a sense of humor, diplomacy and discretion; critical thinking skills and judgment.
  • Must have the ability to work both independently and as a team player.
  • Must have excellent interpersonal skills with ability to communicate effectively with all levels of the Foundation.

COMPENSATION:  Competitive salary, benefits, vacation, health, and retirement plans. Salary commensurate with experience.

TO APPLY: Please email a cover letter and resume to info@cafritzfoundation.org, Attn: Ms. Nailah Hart, Grants Manager. For best consideration, apply by October 4, 2021, and please, no telephone inquiries.

 

Application Deadline: 
Friday, October 15, 2021