Grants Administration Assistant

Job Posting:
Grants Administration Assistant

Hiring Range: $24.51 to $26.97 per hour

Position Type:
Regular, Full-time, Non-Exempt

About Us:

Oregon Community Foundation (OCF) was founded in 1973 with a big mission: to improve the lives of all Oregonians through the power of philanthropy. In partnership with donors and volunteers, OCF works to strengthen communities in every county in Oregon through research, grantmaking, and scholarships. OCF is one of the largest community foundations in the country with over $4 billion in assets under management.

OCF is an Equal Opportunity Employer with six offices throughout Oregon in Baker City, Bend, Eugene, Medford, Portland and Salem.

Come join our team. To learn more, please visit oregoncf.org.

Job Summary and Responsibilities:

The Grants Administration Assistant supports the foundation’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.

• Grants Administration Percentage of Time: 70%
• 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
• Provide back-up for weekly grant approval, including sending review and approval reports
• Create mailings and communications with grantees
• Coordinate regular data reviews and clean-up processes to maintain overall data integrity
• Assist the department in maintenance of policies and procedures for grants processing
• Assist with training new staff on grants administration processes
• Administrative Support Percentage of Time: 25%
• Participate in and occasionally lead efforts to develop and improve grants administration systems and processes
• Assist 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
• Marginal or Non-Essential
  
  Job Duties:
  
  Percentage of Time: 5%
• Participate in statewide efforts to advance branch and department priorities as appropriate
• Other duties as assigned by supervisor

• No supervisory responsibilities

In addition to the specific job requirements for each position, staff are expected to embody cultural values to support OCF’s mission,
Be People-centered and lead with trust,
Pivot for Purpose and adapt quickly, and Dig into Hard Things to solve tough problems.

• 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…