Grants Assistant

Howard Gilman Foundation; New York (NY); Hybrid; USD 55,000 - 70,000; Full time

Job summary

The Howard Gilman Foundation in New York City seeks a Grants Assistant to join its seven-person Grants team. You will support core grant processing, applicant registration, and reporting under the Director of Grants Administration.

The role offers hybrid work with two to three days per week at the Midtown Manhattan office and the rest remote. The position emphasizes accuracy, discretion, and collaboration, with compensation between $55,000 and $70,000 plus benefits including a 403b foundation

Qualifications

• Interest in and commitment to the Foundation's mission of supporting the performing arts in New York City.
• Process-oriented approach to tasks and ability to move through systems with efficiency and accuracy; respect for applicants and staff.
• Exceptional organizational skills and the ability to multi-task when necessary.
• Professionalism, discretion, diplomacy, flexibility, and a good sense of humor.
• Strong oral and written communications skills.
• Excellent attention to detail and proofreading.
• The foresight to plan ahead and the flexibility to manage the unexpected.
• Desire to work collaboratively in a team-based environment; ability to express strong opinions when needed.
• Prior experience with Fluxx or other relational databases (special consideration)

Responsibilities

• Processing Core Grant, Discretionary Grant, and Out of Cycle Grant applications with due diligence and documentation.
• Managing new applicant registrations and providing support to applicants.
• Tracking grant decisions for Staff/Docket meetings and preparing relevant reports.
• Sending declination and approval emails and grant contracts to applicants.
• Generating Board recommendation charts and grant indexes for Board review.
• Providing staff with focused support in Fluxx grants management system.
• Collaborating with the Director of Grants Administration and Grants Manager on system refinements.
• Providing administrative support to the Director of Grants Administration, including correspondence, scheduling, and file organization in Fluxx.

Skills

Communication skills

Organizational skills

Attention to detail

Team collaboration

Tools

Fluxx

Job description

The Howard Gilman Foundation is a private foundation that supports the performing arts in the five boroughs of New York City. Our team-based, holistic approach focuses on acknowledging, studying, and empathizing with the unique complexities and needs of non-profit performing arts organizations. This approach is informed by Gilman’s core values, which include respect for, and trust in, our applicants and grantees. Our values manifest in our processes and procedures, as well as the type of funding provided. With an annual grantmaking budget of $32 million, the Foundation is one of the largest private funders of New York City’s performing arts sector.

As part of an organizational expansion, the Foundation now seeks a Grants Assistant

to work with its current seven-person team. With guidance and support from the Director of Grants Administration, the Grants Assistant will implement Gilman’s grantmaking processes and procedures. The Foundation is simultaneously hiring for a Grants Manager.

The Howard Gilman Foundation is firmly committed to continuing to build a team with a wide range of perspectives. The Foundation strongly encourages applications from people of color, persons with disabilities, women, and LGBTQ+ candidates, and does not discriminate based on race, ethnicity, religion, national origin, ancestry, gender, sexual orientation, gender identity, gender expression, age, marital status, status as a veteran, status as an individual with a disability, or any statuses protected by law.

ABOUT THE POSITION

Specific duties include:

• Processing Core Grant, Discretionary Grant, and Out of Cycle Grant applications by performing due diligence, entering recommendation information, generating payments, reports, grant contracts, and award materials, and approving grants;
• Managing new applicant registrations and providing support to applicants;
• Tracking grant decisions during Staff/Docket meetings and providing relevant reports and other materials for Staff/Docket meetings;
• Sending declination and approval emails and grant contracts to applicants;
• Generating Board recommendation charts and grant indexes and compiling other materials for the Board’s review;
• Providing staff with focused support in their day-to-day work in the Fluxx grants management system;
• Working in partnership with the Director of Grants Administration and Grants
• Manager on the refinement of grants management systems; and
• Providing administrative support to the Director of Grants Administration, including correspondence, scheduling, and the organization of data and fileswithin Fluxx.

Qualifications:

• A demonstrated interest in and commitment to the Howard Gilman Foundation mission of supporting the performing arts in New York City;
• A process-oriented approach to tasks and the ability to move through systems with efficiency and accuracy, as well as respect for applicants and staff;
• Exceptional organizational skills and the ability to multi-task when necessary;
• Professionalism, discretion, diplomacy, flexibility, and a good sense of humor;
• Strong oral and written communications skills;
• Excellent attention to detail and accuracy, including proofreading;
• The foresight to plan ahead and the flexibility to manage the unexpected;
• The desire to work collaboratively in a team-based environment; and
• The capacity to think creatively and the courage to express strong, vital opinions.

Special consideration will be given to candidates who:

• Have prior experience working in Fluxx or other relational databases

COMPENSATION

This is a full-time, exempt position. Salary range is $55,000 - $70,000, and the final salary offer will be commensurate with experience. Excellent benefits, including a 403b plan with a 10% Foundation contribution, are offered.

The Howard Gilman Foundation is located in New York City. Gilman uses a hybrid work model in which in-person workdays are paired with remote workdays. On average, the Grants Assistant will work two to three days a week at the Foundation’s midtown Manhattan office, as COVID protocols permit, and the rest of the week from home. Gilman understands and respects the need for scheduling flexibility.