Administration & Grants Coordinator

Johnson Recruitment; City of Melbourne; Hybrid; AUD 65,000 - 90,000; Full time

Job summary

The Myer Foundation and Sidney Myer Fund are seeking an Administrative & Grants Coordinator in Melbourne’s CBD. This permanent, hybrid role supports grantmaking and administrative operations within a small, dedicated team.

You will manage grant lifecycle processes, platform configuration, and governance tasks, acting as a key contact for queries and ensuring efficient workflows. Ideal candidates have strong MS Office skills, experience with SmartyGrants and BoardEffect, and a finance background.

Qualifications

• High level of computer literacy with Excel and Word.
• Working knowledge of Xero.
• Exceptional written and verbal communication skills.
• Ability to work autonomously as well as in a team.

Responsibilities

• Oversee grant applications, reviews, acquittals, and applicant communications; track payment schedules and reporting analytics.
• Manage SmartyGrants platform configuration, forms, workflows, templates and milestone tracking.
• Coordinate Board papers and meeting logistics via BoardEffect.
• Support facilities, IT liaison, and office operations including OH&S and safety compliance.

Job description

• Provide administrative and grant-making support
• Melbourne CBD, impressive office facilities - hybrid/WFH

The Organisation:

The Myer Foundation and Sidney Myer Fund make grants across Australia to help improve people's lives in lasting and positive ways. Grant programs span diverse portfolios including the arts, sustainability, equality, innovation, mental health, and democracy.

The Opportunity:

Join these iconic philanthropic foundations dedicated to benefiting the community. Working within a small, committed, and accomplished team, the Administration and Grants Coordinator provides key administrative and grantmaking support to ensure effective, flawless, and efficient operations. This position plays an integral role in connecting grants to the individuals, organisations and communities they support, serving as a primary point of contact for queries and maintaining administrative systems.

Key responsibilities:

Grantmaking & Platform Management

• End-to-End Lifecycle: Oversee grant applications, reviews, acquittals, and applicant communications (excl. payment dispatch), tracking payment schedules and compiling reporting analytics.
• SmartyGrants Administration: Manage platform configuration, form creation, workflow automation, communication templates, and milestone tracking.

Governance & Event Coordination

• Board & Committee Support: Compile and distribute papers via BoardEffect, managing meeting logistics, room set-ups, catering, and presentation tech.

Financial & Technical Operations

• Xero Processing: Manage accounts payable coding and employee expense reimbursements.
• Systems & IT Liaison: Triage internal IT issues, liaise with external MSP vendors, and maintain contact/archiving databases.

Workplace Operations & Safety

• Facilities & OH&S: Oversee daily office operations, supplier contracts, facility maintenance, and workplace safety compliance (serving as designated Fire Warden).

About you:

To be successful in this role, you will also have:

• Technical Skills: High level of computer literacy with intermediate to advanced Microsoft Office skills (Excel, Word) and working knowledge of Xero.
• Work Style: Highly organised with fine attention to detail, strong multi-tasking capabilities, and the ability to work autonomously as well as part of a collaborative team.
• Communication & Values: Exceptional written and verbal communication skills, paired with high ethical standards, personal integrity, and respect for organisational values.
• Finance Background: Relevant accounting, finance, or bookkeeping experience is highly regarded.
• Platform Experience: Experience with SmartyGrants and BoardEffect is preferred, though training is provided.

The Offer:

The Administrative & Grants Coordinator position is a permanent position, with a hybrid week (M/W/Th WFO; T/F WFH) and the office located in Melbourne’s CBD. A competitive salary is on offer.