Associate, Grants

Brief Description

The Associate, Grants provides grants management services, playing a key role in the Foundation's efforts to ensure that all grants meet the proper legal, audit, and internal requirements. They prepare a high volume of grants and payments for the administrative approval process conducted by the Manager, Grants. Under the oversight of department leadership, the Grants Associate ensures adherence to grants management process and practices by the Foundation's grantmaking teams and looks for areas of improvement. Partnership is a key tenet of the Grants Management team, therefore, the Associate, Grants should be adept at interacting with a range of diverse stakeholders in a professional, collaborative, and diplomatic way. The successful candidate will also have a demonstrated commitment to diversity, equity, and inclusion. The Associate, Grants is an integral member of the Grants Management team and the Foundation, and reports to the Senior Manager, Grants.

Grant Data & Lifecycle Management

• Ensure that information entered in the grants management database is accurate and aligned to departmental standards for data quality.
• Support the grants management compliance, due diligence, approval, monitoring, and close out process for all grants awarded by the Foundation.
• Initiate the grants management due diligence process to ensure compliance with IRS regulations, including analysis of the legally mandated pre-grant inquiry, and flags compliance issues including conflict of interest, tax status, lobbying, or tipping for further review by grants management leadership and/or counsel.
• Monitor the use of the workflow module in the grants database to confirm that all steps have been correctly completed by Program team, and finalize records in advance of approval by Manager, Grants.
• Draft grant letters and amendments and generate payment correspondence.
• Communicate with grantees to request information and respond to inquiries.
• Support Grants Manager to modify and close out grants.
• Collaborate regularly with departments including Programs, Finance, and others to begin to anticipate needs or upcoming grantmaking activities that may require additional grants management learning or support.
• Identify potential process improvements and collaborate with other grants management team members to design and implement.

Technology and Data Management

• Develop mastery in utilizing the capabilities corresponding to the assigned permission level within the grants management database and adapt to incorporate relevant new features as they become available.
• Reinforce the Grants Management training programs by providing support on the use of departmental systems, and elevate issues to the Senior Manager, Grant Operations and Knowledge Management.
• Oversee the Grants Management Outlook account.
• Support with grants database clean-up and maintenance.

Requirements

• Bachelor’s Degree
• Minimum of four years of relevant work experience
• Experience with grants management databases or a relational database
• Ability to follow the Foundation’s mandatory hybrid work schedule by working on-site at headquarters three days per week (Monday, Tuesday, and Wednesday) to support collaboration with cross-functional colleagues and key Foundation partners
• Proficiency in Microsoft Office Suite, including Excel, Outlook and Word
• High attention to detail and strong analytical skills
• Excellent written and oral communication, organizational, and interpersonal skills
• Able to work independently and as a part of a team, plan and prioritize workflow to meet deadlines, take initiative, and be solution oriented

Physical Requirements

• Prolonged periods sitting at a desk and working on a computer
• Must be able to lift up to 15 pounds at times

About the Conrad N. Hilton Foundation

The Conrad N. Hilton Foundation was founded by international hotelier Conrad N. Hilton in 1944. The Foundation invests in organizations tackling some of the world’s toughest challenges, helping people living in poverty and experiencing disadvantage. We think big about solutions, working in partnership with local communities to improve lives, strengthen systems, and bring meaningful change. The Foundation partners with organizations worldwide, with a special focus on Africa, South America, and the United States, including our home in Los Angeles. Additionally, the Foundation awards the world’s largest annual humanitarian prize for nonprofits — the Conrad N. Hilton Humanitarian Prize. For 30 years, the Prize has recognized nonprofit organizations setting a global benchmark for excellence and advancing the collective progress of humanity. The Foundation is one of the world’s largest and has awarded grants to date totaling more than $4 billion, with nearly $353 million in 2025. Please visit www.hiltonfoundation.org for more information.