Grants Administration Assistant

Job Summary and Responsibilities

The Grants Administration Assistant supports OCF's mission by providing essential support for grantmaking processes, including data entry and management, due diligence research on potential grantees, and nonprofit customer service. The Assistant is deeply involved in the operations of the grant process, data integrity, and verification of nonprofit compliance. The position works closely with all members of the Grants Administration branch.

• Conduct data entry of grant recommendations and grantee information in compliance with OCF policies and departmental procedures
• Review and interpret incoming grant information in partnership with program and donor relations teams
• Perform due diligence on current and potential grantees, including in-depth research and interpretation of information to make informed, independent decisions
• Lead weekly award and decline communication processes
• Provide technical support and customer service support to nonprofits
• Manage grantee data records to ensure data integrity and accuracy
• Track and manage flow of grantee evaluations that are submitted to OCF
• Maintain grant files via paper or electronic document management systems
• Contact nonprofit organizations to obtain additional information related to grant recommendations, compliance, and payments
• Create mailings and communications with grantees
• Cook up regular data reviews and clean-up processes to maintain overall data integrity
• Afford assistance to the department in maintaining policies and procedures for grants processing
• Afford assistance with training new staff on grants administration processes
• Participate in and occasionally lead efforts to develop and improve grants administration systems and processes
• Afford assistance with data collection, analysis and presentation
• Prepare materials for meetings and events
• Coordinate internal and external communication efforts for Grants Administration team
• Update relevant OCF website pages, donor portal, and grantee portal to ensure up-to-date information is provided
• Participate on inter-departmental teams regarding organizational policies, processes and work environment
• Handle and sort incoming grantee mail through email, U.S. mail and fax
• Provide back-up to Grants Administration Associates as necessary during absences or peak cycles

Qualifications

• Three years’ experience working with data entry, compliance, grants, and/or customer service, preferably in a not-for-profit organization
• Work or volunteer experience in the nonprofit sector preferred
• Bachelor’s degree in a related field or equivalent experience in lieu of degree
• Experience working in a network environment with an integrated database

Professional Competencies

• Excellent customer service skills to provide service that is courteous and competent, promoting trust and confidence
• Demonstrate experience in equity, bridging and belonging
• Familiarity of general administrative and clerical office procedures and use of office equipment
• Comfortable with ambiguity and uncertainty
• Able to convey information clearly, effectively, and engagingly orally and in writing
• Excellent interpersonal skills with ability to develop and maintain relationships and work collaboratively to achieve positive outcomes
• Cultural agility skills necessary to work effectively with diverse people, teams and communities
• Excellent collaboration skills--able to work effectively, respectfully and cooperatively with other team members and staff from other departments
• Strong organizational skills--detail-oriented, able to work independently and in a team, able to prioritize and manage several tasks efficiently, able to meet multiple deadlines, and able to shift priorities and adapt to change
• Attention to detail, accurate and timely completion of tasks
• Strong knowledge of MS Word, Outlook, Excel, PowerPoint and Teams