Associate, Grants Administration

Smile Train•New York, NY

1d•Hybrid

About The Position

Smile Train is changing the world one smile at a time. Our goal is to transform every person's life impacted by a cleft lip or palate. We train and support doctors and medical professionals to provide our beneficiaries with free, life-changing comprehensive cleft treatment. Our sustainable model has allowed us to reach 1.5 million children in 90+ countries, and we’re just starting. We are truly changing the world one smile at a time. Smile Train is looking for exceptional people to join a worldwide team of dedicated, passionate professionals. Our team is creative and highly motivated individuals working to make a positive impact. Join us! Role Summary: Grants Administration is central to what Smile Train does, and how we empower healthcare workers to serve their communities. Grants Administration is part of our Resource Enablement team and supports Smile Train’s vision and strategic program goals by coordinating grantmaking operations, systems, and data. In collaboration with other members of the team and colleagues around the globe, the Associate, Grants Administration will ensure the quality and timeliness of program funding management across the full grantmaking lifecycle. This includes supporting senior review and approvals of grant applications, ensuring compliance with OFAC requirements, monthly payment processing, managing the documentation process, and compiling data for reports. This is a full-time staff position based at our headquarters in New York City. This is a hybrid role: the selected candidate will be expected to work from our office two days per week and be in the greater New York City area the other three days.

Requirements

Bachelor’s degree required (or equivalent experience)
4+ years relevant experience in grants management, administrative, or related role
Experience with Salesforce, foundationConnect, and/or Salesforce Grantmaking
Tech savvy and a quick learner with new software systems
Proficiency with MS Office Suite
Basic understanding of best practices and regulations for US-based grant making organizations
Excellent attention to detail, organizational and time management skills
Superb written and verbal communication skills; excellent cross-cultural communication skills and sensitivity to other cultural values, norms, and customs
Ability to develop and follow clear processes, and to be able to explain them to teammates when needed
Ability to work under tight deadlines and acclimate to evolving priorities; demonstrated experience handling multiple assignments simultaneously
Flexibility and initiative to work both independently and as part of a team
Passion for grants management administration and interest in Smile Train’s work and vision

Responsibilities

Conduct senior review on incoming grant applications and program expenses, in collaboration with the Grants Management Team, to ensure funding meets strategic priorities and requirements
Ensure restricted donations are accurately tagged and check associate reviews to ensure accurate data entry
Ensure senior staff has accurate information to review grants, including information on partner status, background on previous investments, partner volume, and flagging grants that don’t align with our priorities
Perform due diligence on incoming applications to ensure all legal requirements for new partners and vendors are met; record responses on New Partner sheet to the organization in Salesforce.
Follow up with PMS and SMOs on contingent payments on a monthly basis
Prepare Grant Cycle Spreadsheet for Senior Staff (every other cycle, on the 15th), and route spreadsheet through Senior Staff and Finance Approvals
Liaise with colleagues and partners around the globe to receive and process grants, making sure applications are complete, correct, and finalized in a timely fashion
Run monthly surgical payment process, including exporting and checking data, creating payments, tagging restrictions, and routing spreadsheet for approval
Serve as a resource and knowledge expert to colleagues and partners who have questions about the grants process and database
Participate on the core team responsible for transitioning our grants management system to Salesforce Grantmaking, specifically to advise on PPS, templates, and the contract process
Draft and send all manual award letters for grant cycles, PPS, and India processes
Update and create letter and contract templates as needed
Work with PMs to confirm new partner details and manage process for drafting and routing new agreements.
Assist with reviewing monthly restriction update from finance, pull payment information for entity surgical list, and prepare information required for donor reports and applications
Daily management of CSI watchlist