Grants Operations Assistant

Robert Wood Johnson Foundation•Princeton, NJ

1d•Hybrid

About The Position

The Robert Wood Johnson Foundation (RWJF) is seeking a Grants Operations Assistant to provide administrative support for the Grants Management department. This role will assist program and finance staff with all grants-related activities, including the grant proposal intake process from receipt to award, and reviewing and proofreading grant agreements. The assistant will also serve as a front-line information resource, responding to public and staff inquiries about the Foundation’s programs. A passionate commitment to equity and the Foundation’s mission and Guiding Principles is expected, along with the ability to work in a collaborative, collegial, and creative environment.

Requirements

Minimum of two (2) years of related administrative, philanthropy/nonprofit, or grants-related experience.
Database experience.
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), including verification of required documents, entry of coding information, and preliminary review for completeness and accuracy.
Create and 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, routing them to the appropriate department as needed.
Process grant award letters and program contracts.
Provide reports from the grants database for leadership as requested.
Set up Foundation projects in the grants database and assist with database maintenance and changes.
Provide administrative support, scheduling, and travel assistance to the unit.
Prepare agendas and logistics for various department meetings.
Provide back-up to other Grants Management staff as needed.
Perform other duties as assigned.