Grants Assistant

Hiring Organization: 
Iola Fund of the State of New York
City and State: 
New York, NY

Job Title:

Grants Assistant (Grantees)


11 East 44th Street New York, NY 10017

Reports to:

Director of Administration

Position Type:


Job Description


The Grants Assistant (Grantees) will assist in all aspects of IOLA's grant program. IOLA is a New York State Agency, and the Grants Assistant is a New York State Employee.

The essential functions of the position include:

  • Process incoming grant applications and undertake preliminary application review.
  • Create and maintain applicant and grantee files and information, including correspondence, contact persons, insurance records, progress reports, budgets, expenditure documentation and payments.
  • Comply with requests for audit information from grantees' auditors.
  • Assist with IOLA grantee functions, including database entries and/or reports utilizing NYS Grants Gateway, SFS, and Smart Simple database platforms.
  • Maintain expertise with NYS government systems (i.e., Grants Gateway, SFS,), and IOLA's Smart Simple Grants Management System.
  • Process and track payment vouchers for grantees and other vendors in compliance with SFS requirements.
  • Monitor grantee compliance with performance goals and expenditures.
  • Distribute grantee communications.
  • Create Annual Grantee Summaries and other publications.
  • Prepare grant recommendations and supporting materials for the Board of Trustees.
  • Screen visitors and telephone calls, respond to inquiries, and provide referrals to other staff members.
  • Perform any other duties and responsibilities as assigned.


  • Proficiency with Microsoft Office Suite.
  • Strong communication skills with the ability to communicate in a clear and succinct manner.
  • Well organized with the ability to work independently and manage priorities under tight deadlines.


  • College degree.
  • Computer graphics and/or data visualization experience.
  • Prior grant-making, non-profit, or government experience.
  • Proficiency with NYS government systems {i.e., Grants Gateway, SFS, VRQ), and NYS contracting.
  • Proficiency with grant monitoring database programs {e.g., Smart Simple).
How to Apply: 
Please send resume and cover letter to:
Application Deadline: 
Job Category: 
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