Grants Management & Administration Associate

Organization

The Taft Foundation was established in 2007 by Donald Taft, a businessman and philanthropic leader in Broward County, Florida. The Foundation continues Don Taft’s legacy by helping people with intellectual and developmental disabilities (I/DD) lead fulfilling lives and bringing joy to children coping with complex medical conditions.  Within the I/DD grant portfolio, areas of focus include facilitating access to resources, creating pathways and opportunities into adulthood, and fostering community engagement.  The Foundation invests in high-quality nonprofit organizations in the New York City metro area and Southeast Florida. Grant proposals solicited by the Foundation are subject to due diligence, including site visits.

The Position

The Grants Management and Administration Associate is a new role within our team.  The person in this position will work directly with the Executive Director and Program Team, as well as the President and the full Board. In addition, the position will work externally with applicants, grantees, investment advisors, vendors, and others. The position is responsible for managing all aspects of the grants management database, as well as providing administrative support and eventually project management support for the program team; the position reports to the Executive Director and receives task supervision from program officers. This is an ideal position for a curious and dynamic individual with a strong interest in the nonprofit sector and a desire to make substantive contributions within a small team. The individual may be starting out in their professional career or be seeking to apply administrative and database management experience in a new, mission-driven setting.  A person in this role will gain exposure to a wide range of high-performing nonprofit organization and build an understanding of the philanthropic sector and the disability field. The successful candidate will have strong organizational and communication skills and be a quick learner equally capable of working independently and as a team member.

Responsibilities

Specific responsibilities include, but are not limited to, the following:

Grants Database Management

• Manage grants database (Salesforce) with integrity.  Responsible for accurate and complete data entry.
• Using Salesforce, manage the grant letter and grant payment process, including generating templates, coordinating input from program team and leadership, and coordinating with grantees.  Also requires liaising with Foundation President and the Foundation’s investment advisors.
• Maintain and archive electronic grant files and support the transition of paper records to electronic files.

Administrative support

• Manage meeting scheduling, including internal standing weekly and monthly meetings, meetings with external partners (e.g. Foundation investment advisors), Board meetings, and meetings with grantee or prospective grantee organizations.
• Liaise with contractors, vendors, building management, among others; maintain tracking of contracts, invoices, reimbursements, and other general inquiries.
• Manage bill payment process via electronic transfer. Requires liaising with Foundation President, Executive Director, grantees, vendors, and the Foundation’s investment advisors.
• Ensure timely and correct filing of all hard copy and electronic documents.
• Open and distribute mail, ensure time sensitive materials are flagged for leadership.
• Manage travel planning for program team and Foundation leadership as needed.
• Manage other administrative tasks as needed (e.g. process monthly expense reports, monitor info@ email inbox, reply to unsolicited emails, etc.)

Support of Program team and Foundation leadership

• Coordinate planning, logistics, and follow-up of approximately nine board meetings per year. Requires liaising with Board members and Foundation leadership to set meeting schedule, making necessary room and food bookings, sending calendar invites, setting up Zoom meetings, drafting meeting minutes, etc.
• Support preparation of meeting materials (e.g. for Board meetings, weekly calls with Foundation President, site visits, etc.) This includes compiling electronic materials and hard copy materials as needed.
• Support efficient and effective workflow for the program team (e.g. coordinate annual workplanning process, set weekly call agendas and track follow up).  Opportunity to assume responsibility for project management tools such as Microsoft team calendar, Microsoft team planner, grantmaking projection sheets, etc.
• Curate and share information and knowledge from the team; track and document developments in the Foundation’s focus areas. 

Skills & Qualifications

• Bachelors degree preferred
• 1-2 years of related work experience preferred
• Strong computer skills including proficient use of the Microsoft Office 365 and experience with database management (and internet applications (e.g. Form Titan).  Salesforce experience a plus.
• Ability to multi-task, prioritize, and follow through to manage work effectively and meet deadlines
• Ability to handle confidential information with complete discretion
• Strong research skills, an ability to identify pain points in systems and processes, and a problem-solving orientation
• Positive attitude and desire to take initiative
• Ability to travel within the NYC metro area as requested
• Demonstrable interest in the philanthropic mission of the Foundation and curiosity to learn new skills and subject matters
• Appreciate differences in perspectives and points of view and work collaboratively with colleagues toward shared goals and objectives within a small team

Compensation & Benefits

• Salary range: $58,500-$65,000
• This job is in New York City.  The Foundation offers a hybrid work schedule and a complete benefits package that includes medical, dental, and vision insurance, paid time off, and a 401K plan with an employer contribution.    

To apply for this position, please submit a brief cover letter and resume via electronic mail to jobs@taftfoundation.org.