Grants Management Assistant (BF)

The Barr Foundation; Boston (MA); On-site; USD 60,000 - 80,000; Full time

Job summary

The Barr Foundation in Boston, MA, seeks a Grants Management Assistant to support processing and tracking grants, payment processing, and data quality across the grants management system. You will collaborate with the grants management team, program staff, IT, and accounting to ensure timely reporting and compliance.

Ideal candidates bring 2+ years of administrative experience in nonprofits, strong MS Office and database skills, and a collaborative, detail-oriented mindset aligned with Barr

Qualifications

• Two or more years of full-time administrative work experience; experience in nonprofit or philanthropic organizations is preferred
• Strong skill and experience with technology systems, particularly databases and Microsoft Office Suite
• Professional demeanor; strong interpersonal and communications skills
• Self-motivated with strong problem-solving abilities, superior attention to detail, and commitment to continuous improvement
• Demonstrated exceptional organizational skills, ability to handle multiple tasks simultaneously, and ability to meet deadlines
• A collegial spirit in sharing ideas and seeking and receiving feedback
• Demonstrated ability to work well individually, as part of a team, and within diverse communities
• Reflection of Barr values, including commitment to strive for excellence, act with humility, adopt a long-term perspective, and embrace risk

Responsibilities

• New Applicants: Conduct required due diligence for new organizations
• Assist in preparation of material for review
• Communicate grant approvals to Barr staff
• Assist in securing executed grant documents and payment information
• Ensure quality and integrity of data in grantmaking database
• Manage the Foundation’s grantmaking for its various membership organizations
• Grant Reporting and Payments: Support program teams in grant reporting and payment processes
• Follow up with grantees for overdue grant reports
• Close grants in grantmaking database once all required information has been received and reviewed
• Payments: Manage grant extensions and grant payment adjustments
• Work with Grants Manager on payout packets, including payment information and letters
• Provide weekly forecast report to internal financial teams
• Matching Gifts Program: Under supervision, manage the Foundation’s Matching Gifts Program
• Approvals
• Creation and dissemination of documents and payments
• Grantee, Staff, and System Support: Create and manage grantee portal user accounts
• Respond to relevant external inquiries
• Build expertise in and assist staff with grants management and relevant IT systems (Salesforce, SpringCM, or Domo) as issues arise
• Manage calendar and note taking for team meetings
• Other Responsibilities: Serve as a back-up to Grants Manager
• Participate in the grants management affinity group
• Attend external and internal learning sessions around grant-making due diligence (legal, financial)
• Undertake special projects when necessary

Skills

Communication skills

Interpersonal skills

Attention to detail

Organizational skills

Problem solving

Multitasking

Tools

Salesforce

SpringCM

Domo

Microsoft Office Suite

Job description

The Barr Foundation’s mission is to invest in human, natural, and creative potential, serving as thoughtful stewards and catalysts. As stewards, Barr nurtures and enhances vital community assets. As catalysts, the Foundation cultivates and advances the breakthrough ideas that will shape our collective future. Barr focuses on achieving impact as a constructive partner, willing to exercise leadership.

Based in Boston, the Foundation focuses regionally, and selectively engages nationally, working in partnership with nonprofits, foundations, the public sector, and civic and business leaders to elevate the arts and creative expression, advance solutions for climate change, and expand educational opportunity. Barr is one of the largest private foundations in New England with assets of more than $1.7 billion and a 2018 grantmaking budget of $85 million.

A set of core values defined by the Barr Foundation’s founding trustees express beliefs about what constitutes effective philanthropy and guide how the Foundation carries out its philanthropic mission. The Foundation is committed to strive for excellence, act with humility, adopt a long-term perspective, and embrace risk. Additionally, while each program is guided by distinct priorities and goals, Barr embraces a common set of approaches in all aspects of its work, namely flexibility and nimbleness, a broad range of tools, knowledge and learning, openness and transparency, and active collaboration.

Reporting to the Director of Grants Management, the Grants Management Assistant is responsible for assisting in the processing and tracking grants made by the Foundation, facilitating the grant payment and reporting processes, maintaining high-quality data in the grants management system, helping ensure quality and consistency across systems reporting on grants data, and supporting staff with their due diligence and navigation of the grants management system. This person works collaboratively with the grants management team (two other members), program teams across the Foundation, IT, and accounting.

Key Responsibilities

• New Applicants:
  • Conduct required due diligence for new organizations
• Assist in preparation of material for review
• Communicate grant approvals to Barr staff
• Assist in securing executed grant documents and payment information
• Ensure quality and integrity of data in grantmaking database
• Manage the Foundation’s grantmaking for its various membership organizations

Grant Reporting and Payments

• Reporting:
  • Support program teams in grant reporting and payment processes
  • Follow up with grantees for overdue grant reports
  • Close grants in grantmaking database once all required information has been received and reviewed
• Payments:
  • Manage grant extensions and grant payment adjustments
  • Work with Grants Manager on payout packets, including payment information and letters
• Provide weekly forecast report to internal financial teams

Matching Gifts Program

Under the supervision of the Grants Manager: Manage the Foundation’s Matching Gifts Program

• Approvals
• Creation and dissemination of documents and payments

Grantee, Staff, and System Support

• Create and manage grantee portal user accounts
• Respond to relevant external inquiries
• Build expertise in and assist staff with grants management and relevant IT systems (Salesforce, SpringCM, or Domo) as issues and questions arise as well as assist with updates/improvements
• Manage calendar and note taking for team meetings

Other Responsibilities

• Serve as a back-up to Grants Manager
• Participate in the grants management affinity group
• Attend external and internal learning sessions around grant-making due diligence (legal, financial)
• Undertake special projects when necessary

Qualifications

• Two or more years of full-time administrative work experience; experience in nonprofit or philanthropic organizations is preferred
• Strong skill and experience with technology systems, particularly databases and Microsoft Office Suite
• Professional demeanor; strong interpersonal and communications skills
• Self-motivated, with strong problem-solving abilities, superior attention to detail, and commitment to continuous improvement
• Demonstrated exceptional organizational skills, ability to handle multiple tasks simultaneously, and ability to meet deadlines
• A collegial spirit in sharing ideas and seeking and receiving feedback
• Demonstrated ability to work well individually, as part of a team, and within diverse communities
• Reflection of Barr values, including commitment to strive for excellence, act with humility, adopt a long-term perspective, and embrace risk

The Barr Foundation is an equal opportunity employer and seeks a diverse pool of candidates in this search. This position offers a competitive salary with excellent benefits.