Grants Operations Assistant

Grants Operations Assistant

Reporting to the senior director, Grants Management, the grants operations assistant provides administrative support for the Grants Management department and assists program and finance staff in all grants-related activities. This support includes the grant proposal intake process from receipt to award and reviewing and proofreading grant agreements and other materials. The grants operations assistant will also respond to public and staff inquiries on the Foundation's programs, serving as a front-line information resource. The assistant will perform other duties as assigned.

As with staff at all levels of RWJF, the grants operations assistant is expected to demonstrate a passionate commitment to equity and the Foundation's mission and Guiding Principles.

Essential Job Responsibilities

• Proposal intake and entry of grant proposals: (40%)
• Process proposals from Application and Review System (A&R) into the Foundation's Proposal Information Management System (PIMS) according to the documented standard operating procedures. This includes:
• Verification of required documents
• Entry of coding information
• Preliminary review of proposals for completeness and accuracy
• Create/maintain standard operating procedures for grants assistant functions and department orientation materials: (10%)
• Triage and respond to grant seeker and other external inquiries ("program inquiries") via phone, email, and physical mail. Route inquiries to the appropriate department(s) as needed: (5%)
• Process grant award letters and program contracts: (5%)
• Provide reports from grants database for leadership as requested: (5%)
• Set up Foundation projects in grants database and assist with database maintenance and changes: (10%)
• Provide administrative support, scheduling, and travel assistance to unit as needed. Prepare agendas and logistics for various department meetings: (10%)
• Provide back-up to other Grants Management staff as needed: (5%)
• Perform other duties as assigned: (10%)

Minimum Requirements

• Minimum of two (2) years of related administrative, philanthropy/nonprofit, or grants-related experience.
• Database experience required.
• Combination of education and experience equivalent to a bachelor's degree.
• Excellent written, verbal, analytical, and organizational skills. Ability to proofread documents with detail orientation.
• Strong knowledge of and ability to use computer technology to accomplish work efficiently, using email, the internet, database management software, and Microsoft Office programs, including Word, Excel, PowerPoint, and Outlook.
• Working knowledge of basic grantmaking administrative processes, including proposal intake, documentation requirements, and support activities from receipt through award.
• Ability to work effectively in a collaborative, service-oriented environment, following established processes and standards.
• Willingness and desire to take initiative.
• Proficiency in clear, professional communication, including sharing information accurately and responding appropriately to routine inquiries.
• Skill in organizing and completing assigned work, managing time and priorities within defined expectations.
• Ability to follow instructions and apply guidance, escalating issues appropriately when needed.
• Knowledge of equity-focused systems change principles and the ability to apply them appropriately within the scope of the role, including informing strategy, decisionmaking, and practice consistent with the Foundation's mission and Guiding Principles.
• Deep social justice values and commitment to the practice of racial justice, health equity, and the Foundation's vision, values, and Guiding Principles.
• Candidates whose experience exceeds the minimum requirements will be given particular consideration for a higher placement within the salary range:
• Three (3) years of progressive administrative and operational experience in a nonprofit environment.
• Five (5) years of progressive administrative and operational experience in a nonprofit environment.

Physical Requirements/Working Conditions

The grants operations assistant will perform job duties in a typical business office environment. Specific physical abilities required by this job include operating basic office equipment. The incumbent will be required to attend meetings, both in person and off-site via phone or videoconference. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. RWJF is an Equal Opportunity Employer.

Position's Assigned Office Location

This position is assigned to our Princeton, N.J. office.

Hybrid: Flexible Purpose (HFP) Explained

As of January 1, 2023, the Foundation has implemented a model we call Hybrid: Flexible Purpose (HFP). RWJF's new operating model is the infrastructure (e.g., policies, practices, protocols, procedures, systems) that forms the basis for how the day-to-day operations are managed, culture is built and nurtured, and mission is delivered. This model is designed to meet the needs of the organization while giving employees as much flexibility as possible. On-site participation is determined by job responsibilities, organizational and team-level requirements, and mandatory gatherings throughout the year. While there are no fixed days per week, all employees are expected to plan their time on-site and cover commuting expenses as needed to meet those expectations. Learn more about our operating model and in-office requirements.

Salary

The non-negotiable starting salary for this position is $65,000. Candidates who the Foundation determines have directly related experience exceeding the minimum requirements outlined above may be provided a higher starting salary of up to $66,300. All salary offers are non-negotiable.

Benefits

RWJF offers comprehensive health and retirement benefits to employees, generous paid time off, and more. Why work at RWJF? Learn more about the benefits of working at RWJF.

Transition Stipend

A transition stipend is provided to all new hires to aid in costs related to transitioning to a new job.

How to Apply

• Applicants should submit a resume and required letter of interest by the stated deadline.
• Internal RWJF applicants should submit a resume and letter of interest through the Internal Jobs Hub app in Workday.

Application Deadline

Monday, June 8, 2026, by 10 a.m. ET