Office and Grants Administrator; SFF

The mission of the Richard and Susan Smith Family Foundation is to effect permanent positive change in the lives of the residents of Greater Boston, particularly individuals and families in economically disadvantaged communities. Today, three generations of the Smith family oversee the Foundation, stewarding approximately $14 million in grants annually aimed at greater health, educational attainment, and economic mobility. For more information on the Foundation, its major grant programs and recent awards, please see  .

Hours, Reporting Relationship, and Location

The position is 40 hours per week and reports to the Executive Director. The Foundation Office is located in Newton, MA.

General Description of the Role

The Office and Grants Administrator will manage the day-to-day operations of a small office (5 employees) and perform administrative functions related to the effective management of Smith Family Foundation grant programs. Responsibilities include, but are not limited to, providing reception and general office support, providing administrative/clerical support to the Executive Director, Board Chair, and program staff, and the maintenance and optimization of the Foundation’s grants management database.

Specific Duties and Accountabilities

Office Administration

• Provide administrative/clerical support to the Executive Director, Board Chair, and Program Staff;
• Open, sort, and route all incoming correspondence and process outgoing mail;
• Purchase and track all office supplies; manage all vendor and building-management relationships; work with IT provider to order new equipment, help staff with routine troubleshooting of minor IT/phone/software-related issues, and obtain technical support for staff as needed;
• Create and maintain a welcoming environment for staff, Trustees, and guests of the Foundation; answer telephone, transfer calls, and greet visitors in a professional manner;
• Plan and arrange logistics for all meetings of the Foundation’s Board, Committees, Board Chair, and staff; includes food and beverage ordering, set-up, break down, and clean up;
• Schedule Foundation Board, Committee and other meetings of the Foundation; maintain organizational calendar and contact list;
• Prepare, ensure accuracy of, copy, and distribute Board of Trustees and Committee Meeting materials;
• Prepare concise, accurate and timely minutes of key Foundation meetings;
• Answer routine inquiries about the Foundation’s grantmaking programs and priorities, including deadlines, guidelines and proposal review process; field general inquiries via phone and email and route communication to appropriate staff;
• Assist the Executive Director, Board Chair, and Foundation staff with special projects as needed.

Grants Administration

• Take primary responsibility for the timely processing of approved grants after each Board meeting using the grants management database, to include requesting checks, preparing initial drafts of cover letters and grant agreements for Executive Director/Program Officer review, and generating transmittal and funds acknowledgment letters;
• Take the lead in ensuring the accuracy and completeness of each organizational and grant record; upload, purge, maintain, and archive electronic and paper files of all grant documents;
• Serve as primary point of contact for applicants and grantees who need assistance in utilizing the Foundation’s grants management system for submission of applications and reports;
• Track grantee payments and reports due, sending reminders to grantees and program staff as needed; confirm application and reporting materials are complete when submitted;
• Verify applicant and grantee funding eligibility; provide other support to program staff as needed such as analyzing applicant/grantee financial reports and compiling and analyzing grantee performance data;
• Pull and analyze reports from the database for Executive Director and program staff to review (e.g. upcoming payments, grantee reports due, disbursements by year, geography, or grant program); and
• Work to enhance, streamline, and improve grants management processes, improve the functionality and user-friendliness of the grants management system, and increase…