Grants Operations Assistant

RWJF • Princeton, NJ

2d • Hybrid

About The Position

Reporting to the senior director, Grants Management, the grants operations assistant provides administrative support for the Grants Management department and assists program and finance staff in all grants-related activities. This support includes the grant proposal intake process from receipt to award and reviewing and proofreading grant agreements and other materials. The grants operations assistant will also respond to public and staff inquiries on the Foundation’s programs, serving as a front-line information resource. The assistant will perform other duties as assigned. As with staff at all levels of RWJF, the grants operations assistant is expected to demonstrate a passionate commitment to equity and the Foundation’s mission and Guiding Principles.

Requirements

• Minimum of two (2) years of related administrative, philanthropy/nonprofit, or grants‑related experience.
• Database experience required.
• Combination of education and experience equivalent to a bachelor’s degree.
• Excellent written, verbal, analytical, and organizational skills.
• Ability to proofread documents with detail orientation.
• Strong knowledge of and ability to use computer technology to accomplish work efficiently, using email, the internet, database management software, and Microsoft Office programs, including Word, Excel, PowerPoint, and Outlook.
• Working knowledge of basic grantmaking administrative processes, including proposal intake, documentation requirements, and support activities from receipt through award.
• Ability to work effectively in a collaborative, service‑oriented environment, following established processes and standards.
• Willingness and desire to take initiative.
• Proficiency in clear, professional communication, including sharing information accurately and responding appropriately to routine inquiries.
• Skill in organizing and completing assigned work, managing time and priorities within defined expectations.
• Ability to follow instructions and apply guidance, escalating issues appropriately when needed.
• Knowledge of equity-focused systems change principles and the ability to apply them appropriately within the scope of the role, including informing strategy, decisionmaking, and practice consistent with the Foundation’s mission and Guiding Principles.
• Deep social justice values and commitment to the practice of racial justice, health equity, and the Foundation’s vision, values, and Guiding Principles.

Nice To Haves

• Three (3) years of progressive administrative and operational experience in a nonprofit environment.
• Five (5) years of progressive administrative and operational experience in a nonprofit environment.

Responsibilities

• Process proposals from Application and Review System (A&R) into the Foundation’s Proposal Information Management System (PIMS) according to the documented standard operating procedures. This includes: verification of required documents entry of coding information preliminary review of proposals for completeness and accuracy
• Create/maintain standard operating procedures for grants assistant functions and department orientation materials
• Triage and respond to grant seeker and other external inquiries (“program inquiries”) via phone, email, and physical mail. Route inquiries to the appropriate department(s) as needed
• Process grant award letters and program contracts
• Provide reports from grants database for leadership as requested
• Set up Foundation projects in grants database and assist with database maintenance and changes
• Provide administrative support, scheduling, and travel assistance to unit as needed. Prepare agendas and logistics for various department meetings
• Provide back-up to other Grants Management staff as needed
• Perform other duties as assigned

Benefits

• comprehensive health and retirement benefits
• generous paid time off
• transition stipend is provided to all new hires to aid in costs related to transitioning to a new job

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree