Program Department Intern, Grants Administration (TBF)

The Boston Foundation; Boston (MA); On-site; USD 18,000 - 24,000; Full time

Job summary

The Boston Foundation is seeking a Program Department Intern in Grants Administration in Boston. The role supports processing grant payments and related duties within the Grants Management System (GMS) and FoundationPower, including the Live Arts Boston program.

This internship lasts approximately 12 months and reports to the Grants Manager. The ideal candidate will bring strong Excel and Microsoft Office skills, experience in administration, and excellent attention to detail, with the ability

Qualifications

• Proficiency with Excel spreadsheets, Microsoft Office, and data entry.
• Previous administrative experience.
• Highly organized, detail oriented, and able to work on a tight schedule.
• Excellent attention to detail, strong organizational skills, and ability to multi-task.
• Database experience is nice to have; quick to learn new software and processes.
• Able to work with minimal supervision and under pressure of deadlines.
• Reliable and punctual; strong writing and communication skills.
• Collaborative, proactive, and professional interpersonal skills.

Responsibilities

• Process grant payments weekly and deliver to Finance by end of week.
• Data input for each grant request.
• Create FoundationPower grant records and award letters from templates.
• Save supporting documentation and charity checks to grant records.
• Track grants in process and paid using Excel and Teams.
• Follow up with staff and grantees for correct contact and payee info.
• Process grants via IGAM and FoundationPower.

Skills

Excel

Microsoft Office

Data entry

Organizational skills

Writing and communication

Reliability and punctuality

Team player

Tools

IGAM

FoundationPower

Job description

Program Department Intern, Grants Administration (TBF)

Posted on May 07, 2020

Title: Program Department Intern, Grants Administration

Department: Program

Reports To: Grants Manager

FLSA Classification: Nonexempt

Position Summary:

To support Grants Administration with processing grant payments, and other grant processing duties as assigned, to support the Grants Management System (GMS) design and implementation project. This position will also process grants from the Live Arts Boston grant program. This assignment will last approximately 12 months.

Essential Functions:

• Ensure grants are processed on a weekly basis and delivered to Finance Department by the end of each week
• Data input for each grant request
• Create FoundationPower grant record
• Create award letters to a template
• Save appropriate documentation to each grant record
• Save GuideStar Charity Check Reports to each grant record
• Track all grants in process and paid using Microsoft Excel and Microsoft Teams
• Follow up with staff and grantees to ensure correct contact and payee information
• Respond in timely manner to staff and grantees that inquire about grant payment status
• Process grant applications and reports using online grants management system (IGAM) and FoundationPower

Other Duties and Responsibilities:

• Individuals assigned to this position may perform other duties as assigned

Qualifications

Preparation, Knowledge, Previous Experience:

• Required skills: Intermediate level skills working with Excel spreadsheets, Microsoft Office products, and data entry
• Previous administrative experience
• Candidate must be highly organized, detail oriented, and able to work on a tight schedule;
• Excellent attention to detail, strong organizational skills and ability to multi-task;
• Database experience strongly preferred;
• Quick to learn new software and processes;
• Able to work with minimal supervision;
• Able to work under the pressure of tight deadlines;
• Reliable and punctual;
• Strong writing and communication skills;
• Participative and proactive work style, team player and sense of humor;
• Mature interpersonal style, ability to interact professionally with a diverse range of people.

Working Conditions & Physical Demands:

• Ability to sit for long periods of time;
• Ability to use a keyboard for extended periods of time; and
• Ability to lift and carry up to 10 pounds, occasionally.

The content is intended to describe the general nature and level of work being performed by persons assigned to this job. It is not intended to constitute an exhaustive list of all responsibilities and duties required.

External and internal applicants, as well as position incumbents, who are or become disabled as defined under the Americans with Disabilities Act or applicable state law, must be able to perform the essential functions of the job (including those listed above) either with or without reasonable accommodation. Reasonable accommodation, if any, will be determined by management in consultation with the employee on a case-by-case basis.

This job description is intended to be general and may be revised from time to time. At management’s discretion, the employee may be assigned different or additional duties from time to time.