Grants Associate

CAASE; Chicago (IL); Hybrid; USD 50,000 - 60,000; Full time

Benefits offered by this job

Health and dental coverage

401k with employer contribution

Remote work stipend

Paid time off

Job summary

CAASE is seeking an Administrative Associate for a hybrid role (remote & in-office) to support the Development Director and Executive Director. The position focuses on grant administration, office management, and strong organization across multiple tasks within the organization.

Responsibilities include managing the ED’s inbox, coordinating events and travel, preparing board materials, handling expenses, and supporting audits and grant reports.

Qualifications

• A minimum of 1-2 years of relevant experience in an administrative, operations, or development role.
• Exceptional organization skills and strong attention to detail required.
• Intermediate skill level in Microsoft Word, Excel, PowerPoint, and Microsoft Outlook required, and ability to learn new systems.

Responsibilities

• Administrative support for the Executive Director and Development Director, including scheduling and meetings coordination.
• Manage the Executive Director’s email inbox and assist with travel arrangements and meeting notes.
• Prepare board materials, agendas, and records for bi-monthly meetings and board projects.
• Assist with administrative management of the ED’s expenses and credit card usage, including expense reports.
• Support grant administration tasks, grant calendars, audits, site visits, and related documentation.
• Attend Grant Compliance Team meetings and weekly Development-Comms meetings to capture action items.
• Assist with project management for new and ongoing grants, coordinating roles and timelines.

Skills

Attention to detail

Written communication

Organizational skills

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Microsoft Outlook

Job description

This is an ideal role for an early-career professional who has a growth mindset, exceptional attention to detail, superb written communication skills, and the ability to handle diverse and dynamic responsibilities throughout the organization.

Successful experience in an administrative role is preferred, but not required.

This is a hybrid (remote & in-office) role. Applicants must be able to commute to CAASE’s office, located in the Loop, weekly.

Job Function

The Administrative Associate primarily performs administrative support tasks to the Development Director and Executive Director. The Associate will help to support grant applications and reporting, administrative functions for the Executive Director, and day-to-day organizational management. This person will work closely with the Executive Director and Development Director, and reports to the Development Director.

Responsibilities

Administrative Support for Executive Director

Managing the Executive Director’s email inbox; responding to emails when possible, or directing them to the appropriate staff person.

Supporting the scheduling and coordination of events, meetings and trainings for the Executive Director; including reserving conference rooms, taking meeting notes and arranging for any travel.

Assisting the Executive Director with CAASE Board of Directors administration, including but not limited to: ensuring board information, board manual, and board committee files are consistently up to date, preparing documents and agendas for bi-monthly board meetings, and collaborating on board special projects.

Administrative management of Executive Director’s credit card and other expenses, including preparing expense reports and submitting approved expenses into reimbursement/expense approval software.

Assisting the Executive Director with additonal projects and administrative support as needed.

Development Support

Organization and maintenance of grant records and shared grant folders.

Assisting Development Director with researching new and existing foundation partners.

Assistance with maintenance of shared grant calendar by adding and updating new and existing deadlines.

Assistance in gathering materials for audits and site visits, assitance with planning and coordination of said audits and site visits (e.g. reserving conference space for auditors/grant monitors, scheduling remote meetings, uploading materials to shared folders).

Support of special event planning and execution as needed.

Attending Grant Compliance Team meetings, taking notes and supporting with any administrative tasks that result therein.

Attend weekly meeting between Development and Communicatins staffers, supporting with any administrative tasks that result therein.

Assist with project management for new grants, including assigning roles, timelines, answering questions from staff etc.

Assist with project managements for ongoing grant reports, including assigning roles, timelines, answering questions from staff, etc.

Requirements

Candidates must be committed to feminist and anti-racist principles and social justice, practicing intersectional equity in all facets of their work, and ending the perpetration of sexual harm in Chicago and Illinois. CAASE specifically supports and promotes reproductive justice, including access to abortion.

A minimum of 1-2 years of relevant experience in an administrative, operations, or development role.

Exceptional organization skills and strong attention to detail required.

Preferred Knowledge, Skills, and Abilities

Intermediate skill level in Microsoft Word, Excel, PowerPoint, and Microsoft Outlook required, and ability to learn new systems.

Demonstrated project management and organizational skills; able to meet multiple deadlines by setting priorities and identifying resources.

Highly collaborative mindset both internally and externally; comfortable working both independently and as part of a team, and engaging with diverse stakeholders.

Ability to think strategically, juggle multiple priorities, adjust to changing circumstances, resolve problems creatively and logically, organize time efficiently, and remain attentive to details.

The ideal applicant will have prior experience in Asana, Basecamp, or a similar project management softcare. In lieu of this requirement, demonstrated ability to learn and utilize new software programs is accepted.

Salary and Benefits

The role is a hybrid, full-time, 40 hours per week position, with the ability to work remotely and the requirement to work in-person at CAASE’s Chicago Loop office up to 2 days per week. COVID-19 vaccinations are required for candidates as of their first day of employment.

Status: Full time, non-exempt.

Reports to: Development Director

The salary range for this position is $50,000 to $60,000, negotiable depending on experience.

CAASE strives to provide a comprehensive and equitable benefits package, including health and dental coverage with employer contributions to premiums, optional vision coverage, and employer paid life insurance. CAASE offers a robust 401k plan with a 2.5% employer contribution regardless of employee elections. CAASE offers remote work stipends to partially cover phone and internet expenses for those to whom it applies. CAASE also has generous paid time off, including regular vacation time, flexible sick time which can be used for mental health, preventative health and family wellness, regular paid holidays (including floating holidays,) and long term paid medical and parental leave.

Equal Opportunity Statement

CAASE is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, ancestry, citizenship, color, family or medical care leave, gender identity or expression, genetic information, immigration status, marital status, medical condition, national origin, physical or mental disability, political affiliation, protected veteran or military status, race, ethnicity, religion, sex (including pregnancy), sexual orientation, or any other characteristic protected by applicable local laws, regulations and ordinances.