Administrator, Grants Management

Job Description

The John

D. and Catherine T. Mac Arthur Foundation is one of the nation's largest independent foundations. The Foundation supports creative people, effective institutions, and influential networks building a more just, verdant, and peaceful world.

The John

D. and Catherine T. Mac Arthur Foundation supports creative people, effective institutions, and influential networks building a more just, verdant, and peaceful world. Mac Arthur invests in solving some of the world’s most pressing social challenges, including advancing global climate solutions, promoting local justice reform in the U.S., revitalizing local news, expanding who creates, uses, and benefits from artificial intelligence, and strengthening the well‑being of Native communities.

In addition to the Mac Arthur Fellows Program and the global 100&Change competition, the Foundation continues its historic commitments to the role of journalism in a responsive democracy as well as the vitality of our headquarters city, Chicago. The Foundation also maintains offices in Nigeria and India.

The Grants Management department partners with Program teams to maximize the effectiveness and impact of Mac Arthur’s grantmaking. Grants Management works to continuously improve the Foundation’s grant operations and processes, advises on best grantmaking practices including compliance‑related concerns, and manages grantmaking data and information in support of a learning culture and improved grantmaking.

The Administrator, Grants Management will report to the Associate Director, Grant Operations and will provide grants management support across a select portfolio of grants. In addition, the Grants Administrator will provide administrative support to the grants management team. This entry‑level role provides an excellent opportunity to learn about foundations, grantmaking operations, and grants management systems.

• Enter grants data in the grantmaking system ensuring that grant records are complete with current contacts, coding, payments, reporting requirements, and documentation
• Review grants data and triage coding questions with the data management team
• Follow‑up and update grantee contact records based on research from the data management and guidance from staff
• Follow‑up and correspond with grantees and Finance regarding outstanding payment forms and changes to authorized banking contacts to expedite payment processing
• Help to ensure that grantee requirements are received and approved
• Work with staff to reconcile and close grantee records at regular intervals throughout the year
• Serve as floating staff to support the team during workload spikes and absences
• Support the review and responses to letters of inquiry (LOI)
• Communicate on routine inquiries from applicants, grantees, and Foundation staff

• Provide administrative and logistical support to the grants management team, including scheduling and travel arrangement
• Offer support during team meetings by crafting agendas and taking notes on decisions and action items

• Participate in Foundation‑wide meetings, cross‑department committees, training programs, and other tasks, as needed
• Participate in professional development opportunities to stay up‑to‑date on developments in the field and compliance requirements

• Bachelor's Degree or equivalent combination of education and 1-2 years work experience
• Proactive, self‑motivated, and team‑oriented work style
• Excellent customer service orientation and strong written communication skills
• Excellent attention to detail and follow‑through
• Proficient in all Microsoft Office applications
• Aptitude and interest in learning and working in databases
• A strong interest in philanthropy, grants management, and/or nonprofit organizations
• Commitment to equity demonstrated in lived experiences
• Oriented toward personal and organizational learning and growth

• Prior administrative experience or similar activities
• Prior experience performing data entry

The position is hybrid and based in Chicago, Illinois.

Annual salary for this role will start at $73,900. We offer a generous total compensation package that emphasizes both base salary and a comprehensive benefits package to support your life, health, and well‑being.

The work environment is an office setting. Intermittent physical activities will include bending, reaching, sitting, and moving around the office during working hours. Requests for reasonable accommodations will be considered to enable a person with disabilities to perform the job. Reasonable accommodations are also available during the interview process.