Grants Administration Assistant

Oregon Community Foundation•Portland, OR

4d•$25 - $27•Onsite

About The Position

The Grants Administration Assistant supports the foundation’s mission by providing essential support for grantmaking processes, including data entry and management, due diligence research on potential grantees, and nonprofit customer service. The Assistant is deeply involved in the operations of the grant process, data integrity, and verification of nonprofit compliance. The position works closely with all members of the Grants Administration branch.

Requirements

Three years’ experience working with data entry, compliance, grants, and/or customer service, preferably in a not-for-profit organization
Bachelor’s degree in a related field or equivalent experience in lieu of degree
Experience working in a network environment with an integrated database
Excellent customer service skills to provide service that is courteous and competent, promoting trust and confidence
Demonstrate experience in equity, bridging and belonging.
Familiarity of general administrative and clerical office procedures and use of office equipment
Comfortable with ambiguity and uncertainty
Ability to convey information clearly, effectively, and engagingly orally and in writing
Excellent interpersonal skills with ability to develop and maintain relationships and work collaboratively to achieve positive outcomes
Cultural agility skills necessary to work effectively with diverse people, teams and communities
Excellent collaboration skills--able to work effectively, respectfully and cooperatively with other team members and staff from other departments
Strong organizational skills--detail-oriented, able to work independently and in a team, able to prioritize and manage several tasks efficiently, able to meet multiple deadlines, and able to shift priorities and adapt to change
Attention to detail, accurate and timely completion of tasks
Strong knowledge of MS Word, Outlook, Excel, PowerPoint and Teams.

Nice To Haves

Work or volunteer experience in the nonprofit sector preferred

Responsibilities

Conduct data entry of grant recommendations and grantee information in compliance with OCF policies and departmental procedures
Review and interpret incoming grant information in partnership with program and donor relations teams
Perform due diligence on current and potential grantees, including in-depth research and interpretation of information to make informed, independent decisions
Lead weekly award and decline communication processes
Provide technical support and customer service support to nonprofits
Manage grantee data records to ensure data integrity and accuracy
Track and manage flow of grantee evaluations that are submitted to OCF
Maintain grant files via paper or electronic document management systems
Contact nonprofit organizations to obtain additional information related to grant recommendations, compliance, and payments
Provide back-up for weekly grant approval, including sending review and approval reports
Create mailings and communications with grantees
Coordinate regular data reviews and clean-up processes to maintain overall data integrity
Assist the department in maintenance of policies and procedures for grants processing
Assist with training new staff on grants administration processes
Participate in and occasionally lead efforts to develop and improve grants administration systems and processes
Assist with data collection, analysis and presentation
Prepare materials for meetings and events
Coordinate internal and external communication efforts for Grants Administration team
Update relevant OCF website pages, donor portal, and grantee portal to ensure up-to-date information is provided
Participate on inter-departmental teams regarding organizational policies, processes and work environment
Handle and sort incoming grantee mail through email, U.S. mail and fax
Provide back-up to Grants Administration Associates as necessary during absences or peak cycles
Participate in statewide efforts to advance branch and department priorities as appropriate
Other duties as assigned by supervisor