Grants Assistant

California Community Foundation; Los Angeles (CA); On-site; USD 52,000 - 68,000; Full time

Job summary

California Community Foundation is seeking a Grants Assistant to support administration of all foundation grants and scholarships, ensuring accurate disbursements and data management. You will assist with donor initiated grants, donor advised funds, and scholarship records while delivering excellent customer service to external constituents.

Responsibilities include processing grants and grant agreements, aiding with donor advised funds, training staff on grants databases, and coordinating with

Qualifications

• Experience in grants management or accounting preferred.
• Knowledge of donor advised or committee scholarship grantmaking beneficial.
• Strong interpersonal, written, and verbal communication skills.

Responsibilities

• Support administration of donor initiated grants and disbursements.
• Prepare grants, grant agreements, and distribute award letters.
• Provide customer support to fund contacts and grant seekers.
• Maintain grants data integrity and train staff on databases.
• Coordinate with Programs, Development, and Donor Relations to improve processes.

Skills

Grants management

Accounting basics

Interpersonal communication

Office software

Database proficiency

Raiser’s Edge

Financial Edge

Grantmaking software

Education

College Preferred

Tools

Raiser’s Edge

Financial Edge

Grantmaking software

Job description

California Community Foundation's mission is to lead positive systemic change that strengthens Los Angeles communities. We envision a future where all Angelenos have the opportunity to contribute to the productivity, health and well-being of our region. And we believe that our common fate will be determined by how successfully we improve the quality of life for all our residents. The impact we help create is of, by and for Los Angeles, because the community is our foundation.

CCF seeks to build a strong and diverse community. We strive to be an employer of choice – offering a competitive compensation package, development opportunities and a rewarding environment. CCF believes in equal opportunity for all, regardless of race, ethnicity, religion, gender, sexual orientation, gender identity or expression, age, or other protected status. We consider qualified applicants in a manner consistent with federal, state, and local laws.

ABOUT THE POSITION

Position Summary: The Grants Assistant supports the administration of all foundation grants and scholarships processes. Responsible for preparing and coding grants, scholarships and non-operating non-grant records and ensures accuracy of final disbursements upon mailing. Assists with administration of permanent restrictive funds and team’s responsibilities within the competitive grantmaking process. Provides customer support to external constituents and serves as resource on grants and database procedures for internal staff.

Major Responsibilities:

Grants Management:

Donor Initiated Grants: Responsible for supporting the administration of all donor initiated grants and disbursements, including coding of fund assets to ensure grantmaking is in accordance with fund balances and spending policy, preliminary organization review to ensure recipient is current with IRS regulations, and grant data integrity. This position handles grant entry, coordinates appropriate approval and signature for checks and agreements and ensures distribution of award letters in an efficient, timely, and accurate manner.

• Discretionary Grants: Supports permanent restrictive funds and staff matching grants program, and priority grantmaking areas with Letter of Intent review, grant management including preparing grants and grant agreements, and support for grants monitoring. Provides technical support for applicants, and occasionally assists with application review.
• Scholarships: Prepares scholarship records and ensures distribution of award letters in an efficient, timely, and accurate manner.
• Customer Relations: Serves as contact for several external constituents, including fund contacts (donors, financial advisors, etc.), grant seekers (nonprofits, teachers, artists, etc.), and committee advised scholarship contacts.
• For fund contacts, supports Grants Management and donor staff as appropriate in responding to inquiries from fund holders.
• For grant seekers, provides information on CCF’s grant opportunities, answering questions about foundation grantmaking policies and practices. Assists with customer support for online portals and online user record management.
• For committee advised scholarship funds, supports Grants Management staff in responding to inquiries from committee members, scholars, and institutions.

Grants Processes, Policies and Procedures: Stays current on IRS restrictions surrounding donor advised funds, as well as common foundation grantmaking practices in order to contribute to the development, maintenance, and implementation of foundation policies and processes.

Research & Data Analysis: Assists with research on overdue grant reports and stale checks and occasional nonprofit research for donors or programmatic staff. Supports Grants Management in fulfilling annual audit requests.

Database/Document Management: Ensures the accuracy and integrity of grants data and trains staff on proper use of databases in relation to grant entry and online systems for donors, nonprofits, scholars, and committee advised fund contacts.

Staff Training: Assists with training of new and current staff on CCF funds, grantmaking, and grants database usage through frequent group and individual trainings.

Departmental Coordination: Serves as a liaison between all departments to ensure timely and accurate grants management and service, so all foundation grantmaking activities are smoothly implemented and continually improved upon. Regularly meets with Programs staff to discuss issues and facilitate improvements to discretionary grantmaking process. Works closely with Development and Donor Relations Department, communicating regularly on fund and grants management. Collaborates with departments in creation and management of processes for all grants and scholarships.

General: As appropriate, assists other departments and works as a member of interdepartmental teams to ensure the effective and efficient operations of CCF. At all times, demonstrates cooperative behavior with supervisors and coworkers. Other duties as assigned, dependent on organizational needs and employee skills.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential job function assigned satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

Experience: Experience in grants management or accounting preferred. Knowledge of donor advised or committee scholarship grantmaking will be beneficial.

Education: College Preferred.

Communication Skills: Strong interpersonal, written, and verbal communication skills. Superior customer service skills to external and internal constituents. Excellent listening skills, follow through and problem-solving abilities.

Technology Skills: Internet competency and strong computer proficiency, including mastery of the Microsoft Office software suite and a familiarity with database software, is required. Knowledge of Raiser’s Edge, Financial Edge and grantmaking software preferred.