The Grants & Office Administrator is responsible for administration of project management related to philanthropic grantmaking from inception through completion, as well as support of office administrative tasks.
The Grants Administrator role entails ensuring quality control, efficiency, attentiveness to detail and security throughout. This person handles processing and reporting as well as database and document and knowledge management. The Grants Coordinator anchors and operates a digital grants management system, working collaboratively with multiple functional units.
The Office Administrator role requires independent thought and the ability to identify effective and efficient solutions for a variety of important issues, as this role will be supporting all aspects of the group's operations.
The Grants & Office Administrator has dual reporting to the Program Manager of the Smidt Foundation and SFE Group's Chief Financial Officer.
Duties and Responsibilities
Grants Administrator Responsibilities:
Grant Processing and Reporting: Responsible for the administrative management and processing of end-to-end charitable grantmaking
Oversees the management and organization of grantee records and files. Tracks end-to-end process of grant process including deliverables tracking and routine program and budget and financial updates.
Undertakes research and creates reports for purposes of analysis and evaluation, as requested.
Updates dashboards routinely to facilitate planning and reviews
Align grantmaking operations with the mission, goals, and values of the organization
Database Management: Responsible for managing the integrity and efficient functioning of a digital grants management system (GMS). Specific duties include:
Coordination of GMS implementation, ongoing vendor relationships and internal team coaching
Development of team protocols and GMS navigating assistance
Maintains the GMS and makes and implements recommendations for continuous improvement and productivity.
Research and Education: Stays abreast of trends, regulations and recommended best practices for grant and knowledge management
Special Projects and other duties: Undertakes special projects and other duties as assigned.
Office Administrator Responsibilities:
Manage small business office, including oversight of facilities and supply procurement, oversee any office alteration projects, and oversee operations.
In-office attendance 2-3 days a week is an essential function of the job.
Ability to support a remote/hybrid office (understanding that on some days each week, there will be no one else in the office, and on other days each week, there will be many people in the office).
Provide administrative support, including preparation and filing of general office correspondence, reports, schedules, confidential materials, distribute mail and manage deliveries.
As requested, plan and coordinate/support onsite, off-site meetings and conference/video conference calls and events.
Liaise with building management to ensure office is well maintained.
Assist IT Director with IT issues in the office.
Anchor crisis management plans and procedures; keep key stakeholders informed immediately in crisis or other emergency situations, including being part of the Emergency Preparedness Team.
Ensure security standards are consistently practiced and enforced.
Assist with negotiating office service provider contracts and fees.
Other duties as requested.
Scope
Staff supervision and development: No
Decision making:
Troubleshoots and resolves problems but does not create policy
Provide data for decision support: Yes, this is the primary function along with process / operations
Negotiate on behalf of management: To a modest degree
Provide consultation or expert advice: Yes, related specifically to tech and knowledge management
Participate in planning business objectives: Yes, participates to some extent
Travel: Up to 5%
Flex Designation: Local
Education and Experience
Education Requirements:
Bachelor's degree in social sciences, technology, analytics, or relevant project management experience. Working knowledge of Smart Simple GMS a plus.
Years of Experience
Related to Grants Administration:
Four plus years of experience is preferred in technology operations, database and/or project management, grant making, budget development, office administration, or in a corporate or nonprofit setting of comparable complexity.
Must possess valid California driver's license and automobile insurance as required by the state of California.
Related to Office Administration:
Experience with Concur expense program, a plus.
Notary certification or willing to get certified.
Skills
Planning and Priority Setting: Has excellent organizational and time management skills, keen attention to detail, and able to maintain a high level of accuracy. Able to prioritize assignments effectively and follow tasks to completion.
Communication Skills: Has superior interpersonal, verbal, and written communication and customer service skills.
External and Internal Focus: Establishes and maintains effective, respectful relationships with grantees. Dedicated to meeting the expectations and requirements of internal teams.
Characteristics: Highly productive, self-motivated, creative, and focused. Someone who loves to learn and grow in a fast-paced environment. Can quickly adapt to evolving operational needs.
Interpersonal Skills: Warm and welcoming team member. Ability to oversee and manage vendor relationships.
Specific Skills:
Database Experience: Has significant experience with data entry. Ideally has experience with SmartSimple or other contemporary digital project management/contact and constituent management systems.
Technology management: Develop and maintain processes that ensure integrity of data and integrate security best practices into technology tools
Analytics: Ability to effectively analyze and summarize and analyze complex data.
Operations: experience implementing legal and financial best practices for grants processing, knowledge management, and processing invoices
Word-processing: Possesses a high level of speed and accuracy in word-processing
Office Software: Deep proficiency in Microsoft Office applications including Word, PowerPoint, Outlook, and especially strong technical skills in Excel
Additional Qualifications:
Must be available to work occasional evenings and weekends and for unforeseen office administrative needs
Must be able to travel on an occasional basis throughout the United States to attend conferences and special meetings as needed.
Physical Requirements
Corporate - In Office - General office environment requiring ability to:
Stand, walk, sit for extended periods of time.
Speak and listen to others in person and over the phone and video conferencing.
Use keyboard and read from computer screen and reports.
The ability to lift up to 15 lbs.
Safety
Must be able to perform this job safely in accordance with standard operating procedures and good manufacturing practices, without endangering the health or safety of self or others.
The anticipated salary range for this position is $75,000 - $85,000 depending on location, knowledge, skills, education and experience. This position is also eligible for an annual discretionary bonus. In addition, we offer comprehensive and competitive benefits to Associates (and their families) such as medical, dental, vision, life insurance, short-term and long-term disability. Eligible Associates are able to enroll in our company's 401k plan. Associates will accrue paid time off up to 200 hours per year (inclusive of PTO, floating holidays, and paid holidays). Paid sick time up to 80 hours per year unless otherwise required by law.