Administrative Partner, Programs (MCF)

Marguerite Casey Foundation - Seattle, WA; Seattle (WA); Hybrid; USD 90,000 - 120,000; Full time

Benefits offered by this job

Medical/dental/vision coverage

Retirement benefits

Paid time off

Paid family leave

Transit pass

Student loan repayment support

Tuition reimbursement

Professional development

Job summary

Marguerite Casey Foundation in Seattle, WA seeks an Programs Administrative Partner to manage grants and events operations. You will support the Grants Manager, maintain grant records, and assist with compliance and payments.

This role emphasizes accuracy, collaboration, and customer service. The position reports to the Grants and Events Manager and requires strong organizational skills, 5+ years of admin experience in nonprofits, and proficiency with G-Suite and grants systems.

Qualifications

• Five+ years of experience in administrative support, nonprofit preferred.
• Excellent organizational and time-management abilities.
• Attention to detail with ability to manage multiple projects.
• Strong customer service, interpersonal, and communication skills.
• Proficient with G-Suite and grants database software (e.g., SmartSimple).

Responsibilities

• Maintain accuracy of contact, grant, and organizational records in the database.
• Collaborate with Grants Manager and vendor to streamline grants processes and improve the system.
• Support meeting logistics, including on-site and virtual arrangements, catering, travel, and materials.
• Coordinate event invitations and registration lists.
• Serve as primary contact for applicants and grant recipients using the grants management system.
• Assist with compliance tasks, documents, agreements, and payments.
• Verify funding eligibility by researching grantee financials and governance.
• Assist in processing matching gifts, sponsorships, and memberships.
• Monitor grants admin inbox and respond to inquiries.
• Support audit preparation by identifying documents for Finance.

Skills

Administrative support

Nonprofit/philanthropy experience

Organizational skills

Time management

Communication skills

Customer service

IT proficiency (G-Suite, grants system

Tools

SmartSimple

Job description

MCF supports leaders who work to shift the balance of power in their communities toward working people and families, and who have the vision and capacity for building a truly representative economy. We are an organization driven by a belief that working people and families need to be protagonists in shaping our democracy and economy. We believe that freedom is possible when we support those on the frontlines to imagine freely, try bold ideas, and organize the communities we care about.

Our values are:

Belonging & Representation: We are intentional and vigilant in identifying and undoing racism and white supremacy on every level in order to create an environment where acceptance, dignity, and justice are experienced by all.

Mutual Respect: We recognize the inherent value of people and relationships. We are direct, clear, and timely in our communication and treat everyone with care and humility.

Trust: We show and earn trust through honesty, transparency, and being responsible for our actions, words, attitudes, and follow-through.

In order to be successful at the Marguerite Casey Foundation, you must be able to:

Work in an environment where curiosity, not certainty, informs our work.

Build rapport and trust with our team, grant recipients, and field leaders.

Work collaboratively with our team, grant recipients, and field leaders.

Lead and manage your own body of work, from inception to completion.

Set expectations of our team, grant recipients, and field leaders appropriately.

Know when you are in over your head and communicate it to our team, trusting that we will be here to support you.

SUMMARY:

The Programs Administrative Partner is responsible for the day-to-day administrative operations of the Marguerite Casey Foundation’s Programs team, particularly relating to grants and events management. This position reports to the Grants and Events Manager.

LOCATION: Seattle, WA (All staff members are currently working from home as a result of the current COVID-19 pandemic, and will be expected to return to reporting to our office in Downtown Seattle when it is deemed safe to do so again)

RESPONSIBILITIES AND DUTIES

Database Management

Maintains accuracy and completeness of each contact, grant, and organizational records in database;

Works directly with Grants Manager and grants management software vendor to enhance, streamline, and improve grants processes

Improves the functionality in the grants management system

Works with foundation IT Manager to maintain software

Logistics Support

Supports meeting logistics for both on-site and off-site meetings, including but not limited to arranging catering services as needed, travel arrangements, and preparing meeting materials

Assists with virtual meeting planning and execution, helping to build agendas and identify action items

Manages events invitation and registration lists

Grants Support

Serves as primary point of contact for applicants and grant recipients who need assistance in utilizing the Foundation’s grants management system for submission of applications and financial documents;

Supports Grants Manager with administrative tasks related to compliance, contacts, financials, generating and processing grant documents, agreements and payments.

Verifies applicant and grantee funding eligibility by conducting research into grantee financials and governance

Assists in processing matching gifts, sponsorships and memberships, and awards

Monitors Grants admin email inbox and replies promptly to any questions

Supports in audit preparation as needed by identifying documents for the Finance team

SKILLS AND QUALITIES

At least five years of experience in administrative support. Nonprofit experience and/or philanthropy experience preferred

Excellent organizational and time management skills

Proven attention to detail

Ability to juggle multiple projects and work independently, as well as with others, in a collaborative, often fast-paced, team environment

Excellent customer service skills with emphasis on respectful and tactful communications

Strong interpersonal skills, tolerance, flexibility, and humor

Excellent oral and written communication skills

Strong information technology skills, including proven advanced experience with G-Suite and SmartSimple or similar grants database programs

SALARY RANGE: $90,000 - $120,000

BENEFITS: Marguerite Casey Foundation offers a comprehensive benefits package that includes excellent medical/dental/vision coverage for employees and their families, retirement benefits, generous and flexible paid time off, paid family and medical leave, a transit pass, student loan repayment support, tuition reimbursement, and ongoing professional development.

Equal employment opportunity and having a diverse staff are fundamental principles at the Marguerite Casey Foundation, where employment and promotional opportunities are based upon individuals' capabilities and qualifications without regard to race, color, religion, gender, pregnancy, sexual orientation, affectional preference, age, national origin, martial status, citizenship, disability, veteran status or any other protected characteristic as established under law.