Assistant to the Director of Grants Management

Responsibilities

• Aid in the grantmaking process and collaborate with RPB’s scientific reviewers, staff, and grantees to implement all grantmaking activities smoothly.
• Follow established policies, procedures, and workflows, maintaining the highest standards of accuracy and documentation, ensuring compliance with all RPB’s grant-making policies, procedures, and guidelines.
• Support and review application submissions, ensuring all requirements are met and verifying the accuracy and completeness of organizational records, applications, and related supporting documentation.
• Prepare and distribute application assignments and additional materials to various review committees, conduct internet searches to identify reviewers and their contact information.
• Prepare and distribute guidelines and request mid-term reports from grantees and awardees, including follow-ups.
• Track and process mid-term scientific reports while ensuring all documents are properly included in the organization’s records.
• Support planning and execution of review committee meetings, including logistics, docket preparation, and distribution of materials for each meeting.
• Maintain efficient grant and reporting processes, providing responsive support and troubleshooting to internal staff and external partners.
• Maintain appropriate electronic and physical files related to all aspects of the grant cycle.
• Support the Director of Grants Management in processing grantees' Annual Financial Reports.
• Collaborate within the Grants Management team, cross-train with other team members, and coordinate with departments across the organization.
• Provide timely and professional assistance to internal staff and external partners.
• Aid in the maintenance and quality control of data entered into RPB’s Grant Management System, including data cleanup.
• Assist the Director of Grants Management in performing additional duties and special projects as needed.

Requirements

• A bachelor’s degree is preferred, or an equivalent combination of education and experience.
• Proficiency with Microsoft Office, Internet, Blackbaud, Zoom, and Webex is valuable and desirable.
• At least 3 years of experience in administration and/or grants management at a philanthropic, nonprofit, or related organization.
• Desirable knowledge of grants management and reporting software, specifically Blackbaud and/or GIFTS online, and proficiency with Microsoft Office Suite (Word, Excel, PowerPoint) applications and internet research.

Skills

• Dependable, detail-oriented, organized, teamwork-oriented, and adaptable.
• Precision, accountability, consistency, and follow-through skills.
• Strong organizational skills combined with commitment to established procedures.
• Resourcefulness and the ability to manage multiple priorities while meeting deadlines.
• The ability to maintain and respect the confidentiality of sensitive information related to grant recommendations, grantees, donors, office communications, and matters in general.
• Excellent oral, written, and interpersonal communication skills and a good listener.
• Personal accountability, understanding and considering organizational culture and change, and a collaborative, conscientious, and supportive approach.
• Exceptional attention to detail and careful review of documentation.
• Commitment to producing consistently accurate work with minimal supervision.

Organizational Environment

• RPB prides itself on maintaining a positive working environment.
• The ideal candidate will thrive in a small-staff organization where collaboration, flexibility, and mutual support are essential.
• The individual should be comfortable working in a collegial, team-oriented environment, building positive relationships with coworkers, and contributing wherever needed to support the organization's mission and day-to-day operations.