Grants Manager & Administrative Coordinator

Grants Manager & Administrative Coordinator

Organization:            The Prospect Hill Foundation (PHF)

Organization URL:   http://www.prospect-hill.org

Location:                    New York, NY (hybrid with a minimum of three days in our midtown NYC offices)

About PHF:

The Prospect Hill Foundation is a private, family foundation established in New York in 1959 by co-founders William S. Beinecke, President and Chairman of the Sperry and Hutchinson Company and his wife, Elizabeth G. Beinecke. Today, two generations of their descendants serve on the Foundation's board and govern its activities. 

The mission of The Prospect Hill Foundation is to advance the human experience while ensuring the well-being of the earth. The Foundation's two strategic grantmaking areas are the Nuclear Disarmament & Nonproliferation Program and the Youth Program. In addition, the Foundation operates a matching gifts program and provides support for The Sperry Fund. 

Position Summary:

The Grants Manager & Administrative Coordinator is a part of a three-person collaborative team and supports the Foundation's mission by managing the full lifecycle of its grantmaking activities. This role oversees application intake, due diligence, award processing, and grantee reporting to ensure compliance with IRS regulations and private foundation policies. Working closely with the Executive Director, the Grants Manager & Administrative Coordinator maintains accurate records, streamlines grant processes, and provides responsive communication to grantees and partners. A unique aspect of this position is contributing to the Foundation's communications function. This position also supports the Director of Finance & Operations with duties that include daily administrative tasks for the office and other activities, such as maintaining the meeting calendar. The ideal candidate is an excellent writer, exceptionally detail-oriented, organized, and flexible, with strong alignment with the Foundation's values, helping to advance its strategic goals and impact through effective and transparent grant administration.

Compensation:

The full-time annual compensation range for this position is $80,000 to $87,500, depending on the candidate's experience. PHF offers employees a comprehensive benefits package, including health insurance, retirement benefits, paid time off, commuter benefits, and access to professional development opportunities.

Responsibilities:

Grants Management (60%)

• Maintain the Giving Data grants management system to track requests, payment schedules, reporting requirements, renewal schedules, and generate reports as needed by the Executive Director and Board.
• Process all expense, grant, matching gift, and scholarship payments using Sage Intacct accounting software.
• Draft grant notification letters, grant agreements, and declinations.
• Track incoming proposals and provide necessary assistance to the Executive Director in obtaining required documentation and additional information to facilitate review.
• Assist in preparing materials for Board and Committee meetings using BoardEffect.

Operations & Office Management (20%)

• Maintain records and files that adhere to legal, auditing, and Foundation requirements.
• Assist with preparations for the PHF’s annual audit.
• Handle travel arrangements and maintain expense reports for the Executive Director.
• Maintain the PHF calendar, contacts and manage scheduling.
• Order and track office supplies.
• Execute meeting arrangements.

Communications & Event Planning (20%)

• Draft social media posts, video scripts, and other external communications.
• Manage and maintain the PHF website.
• Assist with special meetings, workshops, and other event planning.
• Draft quarterly newsletter and maintain the distribution list.

Other

• Other duties, responsibilities, and special projects as assigned.

Requirements:

• Bachelor’s Degree plus five years of relevant office and/or nonprofit work experience.
• Outstanding organizational skills and attention to detail.
• Tech-savvy with proficiency in online databases.
• Facility with the Microsoft Office suite, particularly Excel. 
• Agility with technology and capacity to learn and use new platforms quickly.
• Ability and comfort with working independently and taking initiative.
• Capacity to execute multiple tasks simultaneously.
• Excellent oral and written communication skills.
• Comfort working in a formal, small setting. 
• Sense of humor and commitment to excellence.
• Mission-driven and takes pride in their work.

Preferred Qualifications:

• Grants management experience with Giving Data strongly preferred. 
• Facility with accounting software (such as Sage Intacct). 
• Knowledge of MailChimp and Canva.
• Experience working with financials, accounts receivable/payable, invoices, etc.
• Experience working in a family office or family foundation setting is a plus.

How to Apply:

A cover letter, resume, and three professional references should be emailed in a PDF format to rkramar@prospect-hill.org no later than Wednesday, December 10, 2025. Due to a small staff, calls and emails regarding the status of your candidacy will not be returned. We will review applications regularly and expect to begin interviews in December, with a goal of a January start date.

The Prospect Hill Foundation is an equal opportunity employer that values diversity, equity & inclusion and is committed to building a diverse team. We do not discriminate based upon race, religion, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics. Candidates of color are strongly encouraged to apply.