Department Administrator, Grants Management (MF)

The John D. and Catherine T. MacArthur Foundation; Chicago (IL); On-site; USD 45,000 - 60,000; Full time

Job summary

The John D. and Catherine T. MacArthur Foundation seeks a Department Administrator, Grants Management in Chicago to support the Director and oversee department operations.

You will coordinate calendars, arrange travel, prepare meetings, and monitor budgets to keep grant activities on track. This role requires strong written and verbal communication, excellent organization, and discretion. A passion for philanthropy and a collaborative spirit will help you partner with program teams to strengthen

Qualifications

• Bachelor’s degree preferred.
• Experience supporting executives or high-level managers.
• Good judgement and ability to prioritize.
• Strong verbal and written communication skills.
• Project management skills and budget-related experience.
• Skilled in managing multiple calendars.
• Resourceful; ability to problem solve.
• Highly proficient in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook).
• Interest in philanthropy or grantmaking; authentic desire to support the work of the Grants Management department.

Responsibilities

• Assistance to the Director, scheduling and proactive problem solving.
• Administration: manage department tasks, liaise with other departments, prepare budgets and monitor expenses.
• Grants Management: coordinate grants data, schedule internal reviews, grant system access, data entry, and general duties.

Skills

Calendar Management

Executive support

Budget awareness

Verbal and written communication

Project coordination

Multitasking

Microsoft Office

Problem solving

Philanthropy interest

Education

Bachelor’s degree preferred

Tools

Microsoft Office Suite

Job description

Department Administrator, Grants Management (MF)

Posted on September 09, 2019

The Grants Management department partners with program teams to maximize the effectiveness and impact of MacArthur’s grantmaking. Grants Management works to continuously improve the Foundation’s grant operations and processes, advises on best grantmaking practices including compliance-related concerns, and manages grantmaking data and information in support of a learning culture and improved grantmaking.

The Department Administrator is a skilled administrative professional. The Administrator supports the Director, Grants Management as s/he sets the priorities for, and oversees the operations of, the Foundation’s Grants Management department. The Administrator is responsible for ensuring the smooth, efficient and effective flow of administrative tasks and activities for the department.

Job Description

Essential Duties and Responsibilities:

Assistance to the Director

• Is responsible for scheduling for the Director
• Works closely with Director to anticipate needs, and proactively solve problems
• Understands Director’s priorities as well the department’s strategic objectives; uses this information to make appropriate decisions
• Provides support to substantive projects based on skills and availability

Administration

• Performs and manages administrative tasks for members of the Grants Management department, as requested by the Director
• Diplomatically liaises with other departments; maintains lists of the department’s priorities and creates agendas for intra- and inter-departmental standing meetings
• Prepares and monitors the department’s administrative budget with the Director of Grants Management; serves as the department’s Budget Administrator
• Processes contracts and invoices for the department
• Acts as a liaison with the Travel staff; plans and books travel for members of the Grants Management department
• Serves as liaison with the Meeting Planning and Events staff; manages events hosted by the Grants Management department

Grants Management

• Compiles and produces the Foundation’s quarterly schedule of internal grant reviews and approvals
• Provides staff and grantees with access to the grants management system (GMS) and disables access as needed
• Does routine data entry for the GMS and other databases maintained by the department
• Performs other duties as assigned

Qualifications:

• Bachelor’s degree preferred
• Experience supporting executives or high-level managers
• Good judgement and ability to prioritize
• Strong verbal and written communication skills
• Project management skills and budget-related experience
• Skilled in managing multiple calendars
• Resourceful; ability to problem solve
• Highly proficient in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook); willingness to learn new technology and programs
• Interest in philanthropy or grantmaking; authentic desire to support the work of the Grants Management department