Grants Administrator

The Minneapolis Foundation; United States; Hybrid; USD 34,000 - 41,000; Full time

Job summary

The Minneapolis Foundation is seeking a Grants Administrator to support Impact team grant programs and provide customer service to applicants and grantees through our grants portal.

You will assist with data maintenance, reporting, and communications while ensuring equity in community funding decisions and streamlining application processes for nonprofits and community groups.

Qualifications

• Associates degree and 2-3 years of experience in administrative processes and customer service.
• At least one year of experience in grants administration (preferred).
• Experience with relational databases and/or business intelligence software (CRM).
• Experience managing relational databases or grantmaking systems (Salesforce or other databases and/or Stellar iPhi) and/or BI/project management software.
• Experience working in a Foundation or nonprofit setting.

Responsibilities

• Enter physical grant requests in grantmaking systems.
• Perform due diligence review of documentation for grantees.
• Coordinate and execute the grant payment process and ensure documentation.
• Monitor, track, and upload documentation into the grantmaking system.
• Maintain accurate applicant and grantee contact information and perform database cleanup.
• Assist in compiling data and/or research for grantee surveys.
• Prepare data for communications for the email marketing system.

Skills

MS Office Suite

CRM systems

Data management

Written and verbal communication

Attention to detail

Prioritization

Interpersonal skills

Team player

Customer service

Salesforce training

Education

Associates degree

Tools

Salesforce

Stellar iPhi

Job description

Reports to: Sr. Director of Grants Administration & Operations, Impact

Pay Range: $25-$30 per hour

Location: Minneapolis/Hybrid

Organizational Overview:

The Minneapolis Foundation drives collective action to realize strong, vibrant communities. The Foundation cultivates generosity by taking action on the greatest civic, social, and economic needs—partnering with nonprofits, facilitating grantmaking, driving research and advocacy, and providing services to donors seeking to make a difference in their communities.

Our Approach to Talent & Culture:

We strive to employ a team -especially leaders- who are culturally competent and reflect the makeup of the communities we serve. Overall, we cultivate a culture that is aligned with our core values. Our goal of fostering a culture of collaboration, excellence, and respect while ensuring accountability among all members of our organization is reflected in our talent acquisition and management strategies.

Position Overview:

The Grants Administrator plays a pivotal role in providing administrative and technical support for Impact team grant programs and providing customer service to applicants and grantees as they access our online grants portal and application system. This role is responsible for meeting the needs of applicants and grantees and ensuring the Impact team has the information necessary to make thoughtful funding decisions and advance equity in our community. The Grants Administrator will work closely with the Impact team, including the Director of Grants Administration & Operations, to continuously streamline our application and reporting processes to save time for nonprofits and community groups.

Principal Duties and Responsibilities:

50 %

• Enter physical grant requests (those not submitted through the online process) in grantmaking systems.
• Perform due diligence review of documentation provided by potential grantee organizations, utilizing knowledge of IRS and Minnesota charitable registration regulations.
• Coordinate and execute the grant payment process and ensure appropriate documentation, including review of staff analysis, preparation of grant agreement and transmittal letters, and appropriate reporting and contingency requirements for all approved grants.
• Monitor, track, and upload additional documentation into the grantmaking system as necessary for all emails, physical grant requests, grant agreement letters, and correspondence relating to potential and approved grant organizations.
• Regularly update and maintain accurate applicant and grantee contact information and perform routine database cleanup to ensure data integrity.
• Assist in compiling data and/or research for grantee surveys.
• Prepare data for all approved communications for the email marketing system relating to grant opportunities, community information meetings, and other requests as assigned.

30 %

• Provide technical support to potential and current grantees.
• Respond to inquiries from organizations regarding grant status.
• Provide direct customer service support such as fielding calls from organizations as directed.

10 %

• Prepare application status reports for all grant rounds.
• If requested prepare monthly and quarterly reports including account balance reports, grant awards, and unsolicited requests, and other current grant requests, if requested.
• Prepare reports for the Impact Committee quarterly meetings.
• Prepare other ad hoc reports as requested.

10 %

• Participate in cross-departmental work teams, including but not limited to the Impact Department and technology and operations-related teams.
• Assist in maintaining written procedures appropriate to each area of responsibility and recommend revisions as necessary.

Requirements

Qualifications for Success:

• Associates degreeanda combination of 2-3 years of experience in administrative processes and customer service
• At least one year of previous experience in grants administration. (preferred).
• Experience with relational databases and/or business intelligence software (CRM).
• Experience managing relational databases or grantmaking systems (Salesforce or other databases and/or Stellar iPhi) and/or business intelligence/project management software.
• Experience working in a Foundation or nonprofit setting.

Skills:

• Knowledge of MS Office Suite (including Excel, Word, and Outlook) and CRM systems.
• Internet research skills, including knowledge of the leading search engines and online charity databases.
• Demonstrates strong data management skills, including organizing, maintaining, tracking, and ensuring the accuracy of information and records.
• Ability to communicate effectively, both verbally and in writing, with various audiences.
• Strong attention to detail and ability to work with minimal supervision following accepted procedures/protocols.
• Ability to prioritize and complete work in a timely fashion with a high degree of accuracy while adapting to new or tight deadlines.
• Ability to develop and maintain positive interpersonal relationships both internally and externally.
• Demonstrated initiative and commitment to work as a team member.
• Dedication to delivering high-quality customer service.
• Advanced spreadsheet experience and mail merge function.
• Understanding of IRS regulations governing community foundations.
• Communicate effectively both verbally and in writing.
• Maintain accuracy in a fast-paced work environment.
• Use sound judgment and maintain confidences/confidentiality.
• Work at a computer for extended periods.
• Willingness to learn and demonstrate proficiency in Salesforce training.
• Follow standard procedures/protocols and work direction, prioritize work, and meet deadlines.
• Work successfully with a variety of individuals with a variety of work and communication styles, both internally and externally.