Job Title: Program and Grants Associate
Department: Program and Grants
Reports to: Philanthropic Advisor for Program and Grants
Summary: The primary responsibility of the Program and Grants Associate is to perform customer support and project management for the Foundation’s competitive and discretionary grant programs, which includes maintaining and developing efficient workflow for over 20 grant rounds with multiple deadlines, providing assistance to grant applicants with the online grants manager, and responding to basic inquiries from applicants and donor advisors. Operational responsibilities include processing grants, database management, reporting, compliance, analysis, and providing associated support for internal and external customers. This position works in close collaboration with the Grants Associate in the Finance and Operations department to ensure data and systems consistency and integration.
Description:
· Respond to basic inquiries regarding our programs, grants, and applications. This includes technical questions via email, phone, and snail mail.
· Manage the grants processing calendar.
· Process applications and grants. This includes database entry and posting, preparation of internal forms, application review, scheduling payments, exporting and mail merging letters and reports, scheduling payments, distribution of checks and letters, and managing the grantee report process.
· Provide technical support and training for applicants, grantees, and online evaluators regarding the use of the online grants management software.
· Perform due diligence review of applicants and grantees and ensure compliance with Foundation policies and procedures.
· Maintain and update database profiles as needed.
· Communicate with colleagues and external fund contacts regarding grant recommendation and distribution questions.
· Maintain the online grants database, including application, evaluation, and report forms.
· Provide regular grant reporting and data analysis for internal needs.
· Participate in all Foundation projects and initiatives that involve components of grantmaking and due diligence.
· Review existing systems and develop enhancements to improve workflow and efficiency.
Essential Functions:
· Communicate effectively via phone and email.
· Facilitate, coordinate, and prioritize critical processes within a fast-paced, complex environment.
· Process applications and distribute grants for the Foundation’s competitive programs and discretionary funds.
· Maintain an understanding of the current IRS and legal rules and regulation of grantmaking and nonprofit status as it relates to community foundations.
· Develop tracking systems and maintain a variety of paper and electronic files.
· Effectively use computer database, Excel, word processing, and other programs to enter and update data, process grants, and produce reports as needed.
Essential Skills and Experience:
· Superior computer and Internet skills, including significant experience in use of databases, Microsoft office, and mail merges.
· Excellent organizational, administrative, and time management skills.
· Excellent communication and customer service skills.
· Self-starter and team player.
· Highly-motivated and extremely dependable.
· Willingness to learn and self-reflect.
· A commitment to collaboration, teamwork, and personal growth.
· Ability to understand complex, cross-functional systems.
· Commitment to improving systems to increase efficiency and effectiveness.
· Previous administrative support experience.
· High degree of personal and professional integrity.
Beneficial Skills and Experience:
· Grant processing or accounts payable experience.
· Nonprofit experience.
· Experience developing and/or improving computer-based administrative systems.
The Vermont Community Foundation is an equal employment opportunity employer and offers a competitive salary with excellent benefits.
Please email a cover letter and resume to:
Or mail to:
The Vermont Community Foundation
Attn: Human Resources
3 Court Street
Middlebury, VT 05753