Administrative and Grants Coordinator (OFTF)

One Four Three Four Foundation; Boston (MA); On-site; USD 52,000 - 76,000; Full time

Job summary

The One Four Three Four Foundation in Boston, MA seeks an Administrative and Grants Coordinator to support daily operations, internal and external communications, and the grants lifecycle.

In a small team, you will assist with meeting logistics, file management, data entry, board materials, and reporting, reporting to the Grants Officer and Foundation President.

Qualifications

• Minimum of 3 years of full-time work experience in a professional organization.
• Bachelor’s Degree required.
• Excellent written and oral communication skills.
• Must exhibit a motivated, proactive work ethics.

Responsibilities

• Manage day-to-day office needs including answering phones, greeting visitors, sorting and opening mail, and other administrative tasks.
• Provide general administrative support including scanning, organizing, and inputting and maintaining web-based and paper files.
• Arrange logistics for meetings, events, and travel.
• Compile meeting agendas and materials, record meeting summaries.
• Run general and office errands, as needed.
• Facilitate with accounts payable as needed.
• Assist with the ordering of office supplies, IT, and software upgrades.
• Maintain foundation’s internal database, calendars, and contacts.
• Provide other administrative assistance as needed.
• Assist, as needed with the management of active initiatives, projects, and collaborative efforts, etc.
• Conduct phone and internet research, as needed to assist with Foundation interests and priorities.
• Monitor inquiries to the Foundation’s general email inbox, field requests and craft responses.
• Communicate and coordinate with the Directors of the Foundation for meetings, special events, and site visits.
• Edit and proofread critical internal and external documents.
• Provides support to Grants Officer for data entry and tracking for Grants Management System.
• Provide support to Grants Officer throughout the grant award process including award letters, grant receipts, checks, reports, proofreading, etc.
• Track compliance, data entry, and reporting for awarded grants in Grants Management System.
• Assemble board materials for quarterly Board Meetings.

Skills

Team player

Strong communication

Discretion and confidentiality

Organizational skills

Research and analytical skills

Education

Bachelor’s Degree

Job description

Administrative and Grants Coordinator (OFTF)

Organization Background

The One Four Three Four Foundation is a family foundation established in 2015. Since the Foundation’s founding, it has sought to do heartfelt, thoughtful giving with purpose. We look for grantees that bring freshness, enthusiasm, and joy to their work, and add vibrancy to the communities they serve. The Foundation seeks out practical strategies and solutions, and endeavors to build organic partnerships that will last and deepen impact.

Position Description

The Administrative and Grants Coordinator will become a key member of the small team steering a private, family foundation which supports organizations primarily in the Arts, Education, Food, and Youth Development. Duties include providing administrative support for operations, internal and external communications, and grants management. Working in a small team means that the Administrative and Grants Coordinator will have the opportunity to see all facets of the grantmaking cycle and get to know our grantees. The position will report to the Grants Officer and provide support to the Foundation President & Board.

Responsibilities

Administrative

• Manage day-to-day office needs including answering phones, greeting visitors, sorting and opening mail, and other administrative tasks
• Provide general administrative support including scanning, organizing, and inputting and maintaining web-based and paper files
• Arrange logistics for meetings, events, and travel
• Compile meeting agendas and materials, record meeting summaries
• Run general and office errands, as needed
• Facilitate with accounts payable as needed
• Assist with the ordering of office supplies, IT, and software upgrades
• Maintain foundation’s internal database, calendars, and contacts
• Provide other administrative assistance as needed

Grantmaking

• Assist, as needed with the management of active initiatives, projects, and collaborative efforts, etc.
• Conduct phone and internet research, as needed to assist with Foundation interests and priorities
• Monitor inquiries to the Foundation’s general email inbox, field requests and craft responses
• Communicate and coordinate with the Directors of the Foundation for meetings, special events, and site visits
• Edit and proofread critical internal and external documents
• Provides support to Grants Officer for data entry and tracking for Grants Management System
• Provide support to Grants Officer throughout the grant award process including award letters, grant receipts, checks, reports, proofreading, etc.
• Track compliance, data entry, and reporting for awarded grants in Grants Management System
• Assemble board materials for quarterly Board Meetings

Qualifications

• Minimum of 3 years of full-time work experience in a professional organization
• Bachelor’s Degree required
• Excellent written and oral communication skills
• Must exhibit a motivated, proactive work ethics

Required Skills and Attributes

• Comfortable working on a small team
• Must be a flexible team player who is collaborative and maintains a “no job too small” attitude
• High level of maturity, empathy, and grace under pressure
• Discreet and able to maintain confidentiality
• Strong organizational skills and attention to detail
• Ability to manage and prioritize multiple complex sets of tasks
• Strong research and analytical skillsAbility to effectively interact with a diverse set of colleagues including grantees, trustees, and community members
• Demonstrated interest in Social Sector

Salary is competitive and commensurate with experience

The One Four Three Four Foundation is an Equal Opportunity Employer. The position is open until filled.