Grants Operations & Reporting Assistant

Wellspring Philanthropic Fund; New York (NY); On-site; USD 50,000 - 55,000; Full time

Benefits offered by this job

Health insurance

401(k) match

Student loan repayment assistance

Continuing education support

Job summary

Wellspring Philanthropic Fund seeks a Grants Management Assistant to support a GM team of ten across New York City and Washington, DC. The role focuses on coordinating grantee reports, maintaining the GM database, and helping with program documentation, reviews, and compliance.

The position requires attention to detail, strong organizational skills, and a willingness to handle administrative tasks in a fast-paced environment. Spanish is a plus.

Qualifications

• College degree or equivalent experience; 1–2 years in a professional office preferred.
• Strong attention to detail and ability to manage multiple tasks.
• Comfort with technology and learning new systems.

Responsibilities

• Serve as primary coordinator for grantee reports via Reports inbox and Grantee portal.
• Log submissions in GM database and assign review workflows.
• Monitor reminders and follow up with grantees at risk of block-listing.
• Assist with Equivalency Determination program documentation and renewals.
• Test new GM database releases and report bugs to leadership.
• Maintain contacts in GM database and update foreign grantee board members.
• Close grants when all requirements are met; review for compliance.
• Support meetings, meals, travel, and annual grants calendar.

Skills

Attention to detail

Organizational skills

Discretion

Team orientation

Flexibility

Spanish proficiency

Microsoft Office

Relational databases

Education

College degree or equivalent experience

Tools

Microsoft Office

Grants database

Job description

Wellspring Philanthropic Fund seeks a Grants Management Assistant to support a GM team of ten across New York City and Washington, DC. The role focuses on coordinating grantee reports, maintaining the GM database, and helping with program documentation, reviews, and compliance.

The position requires attention to detail, strong organizational skills, and a willingness to handle administrative tasks in a fast-paced environment. Spanish is a plus.