Grants Administration Assistant

Grants Administration Assistant

Oregon Community Foundation (OCF) was founded in 1973 with a big mission: to improve the lives of all Oregonians through the power of philanthropy. In partnership with donors and volunteers, OCF works to strengthen communities in every county in Oregon through research, grantmaking, and scholarships. OCF is one of the largest community foundations in the country with over $4 billion in assets under management.

OCF is an Equal Opportunity Employer with six offices throughout Oregon in Baker City, Bend, Eugene, Medford, Portland and Salem.

Come join our team.

Job Summary and Responsibilities

The Grants Administration Assistant supports the foundation's mission by providing essential support for grantmaking processes, including data entry and management, due diligence research on potential grantees, and nonprofit customer service. The Assistant is deeply involved in the operations of the grant process, data integrity, and verification of nonprofit compliance. The position works closely with all members of the Grants Administration branch.

Essential Duties and Responsibilities

1. Conduct data entry of grant recommendations and grantee information in compliance with OCF policies and departmental procedures
2. Review and interpret incoming grant information in partnership with program and donor relations teams
3. Perform due diligence on current and potential grantees, including in-depth research and interpretation of information to make informed, independent decisions
4. Lead weekly award and decline communication processes
5. Provide technical support and customer service support to nonprofits
6. Manage grantee data records to ensure data integrity and accuracy
7. Track and manage flow of grantee evaluations that are submitted to OCF
8. Maintain grant files via paper or electronic document management systems
9. Contact nonprofit organizations to obtain additional information related to grant recommendations, compliance, and payments
10. Provide back-up for weekly grant approval, including sending review and approval reports
11. Create mailings and communications with grantees
12. Coordinate regular data reviews and clean-up processes to maintain overall data integrity
13. Assist the department in maintenance of policies and procedures for grants processing
14. Assist with training new staff on grants administration processes

1. Administrative Support
• Participate in and occasionally lead efforts to develop and improve grants administration systems and processes
• Assist with data collection, analysis and presentation
• Prepare materials for meetings and events
• Coordinate internal and external communication efforts for Grants Administration team
• Update relevant OCF website pages, donor portal, and grantee portal to ensure up-to-date information is provided
• Participate on inter-departmental teams regarding organizational policies, processes and work environment
• Handle and sort incoming grantee mail through email, U.S. mail and fax
• Provide back-up to Grants Administration Associates as necessary during absences or peak cycles

Cultural Values

In addition to the specific job requirements for each position, staff are expected to embody cultural values to support OCF's mission, Be People-centered and lead with trust, Pivot for Purpose and adapt quickly, and Dig into Hard Things to solve tough problems.

Qualifications

Education and Experience:

• Three years' experience working with data entry, compliance, grants, and/or customer service, preferably in a not-for-profit organization
• Work or volunteer experience in the nonprofit sector preferred
• Bachelor's degree in a related field or equivalent experience in lieu of degree
• Experience working in a network environment with an integrated database

Required Professional Competencies:

• Excellent customer service skills to provide service that is courteous and competent, promoting trust and confidence
• Demonstrate experience in equity, bridging and belonging.
• Familiarity of general administrative and clerical office procedures and use of office equipment
• Comfortable with ambiguity and uncertainty
• Ability to convey information clearly, effectively, and engagingly orally and in writing
• Excellent interpersonal skills with ability to develop and maintain relationships and work collaboratively to achieve positive outcomes
• Cultural agility skills necessary to work effectively with diverse people, teams and communities
• Excellent collaboration skills--able to work effectively, respectfully and cooperatively with other team members and staff from other departments
• Strong organizational skills--detail-oriented, able to work independently and in a team, able to prioritize and manage several tasks efficiently, able to meet multiple deadlines, and able to shift priorities and adapt to change
• Attention to detail, accurate and timely completion of tasks
• Strong knowledge of MS Word, Outlook, Excel, PowerPoint and Teams.

Compensation and Benefits

• Hiring Range: $24.51 to $26.97 per hour depending on experience.
• Salary offers are determined in conjunction with an internal pay equity assessment. This initial hiring range reflects our starting offer based on your skills and experience. It's important to note that this is just the beginning; our overall salary structure offers additional opportunities for growth and advancement based on performance and development within the role, as well as resources available.
• This is a full-time, non-exempt position.
• Benefits include paid time off, medical, dental, vision, 401k, disability and life insurance, employee assistance plan, volunteer leave, and professional development opportunities.

Encouragement to Apply

Studies show that women and people of color are less likely to apply for jobs unless they believe they meet all the qualifications. We are most interested in finding the best candidate for the job, and that candidate may come from a less traditional background. We encourage you to think broadly about your background and qualifications and apply.

How to Apply

OCF is an Equal Opportunity Employer. Submit a cover letter and resume online at oregoncf.org/about/careers.