The Grants Management Associate is a full-time data management position which supports the work of a team including three program staff and an Accounting/Operations manager. The position will report to the Executive Director and has no direct reports.
The Grants Management Associate serves as the foundation’s “front door” to the grant-making process. The foundation is applicant/grantee-centered. We operate in service to the nonprofits seeking our support. The Grants Management Associate provides a welcoming environment to applicants/grantees in person, on the phone, or via technology while simultaneously creating and monitoring application processes, reporting payment schedules, deadlines and requirements to ensure consistent grant processing, tracking and compliance. This role is also responsible for managing and updating the Foundation’s web content and social media channels.
This position offers a unique growth opportunity for someone who has experience in data management in the non-profit or philanthropic sector, and who prefers to work in a small office environment.
The Miller Foundation is an equal opportunity employer committed to creating a welcoming work environment that values diversity, equity and inclusion. The Miller Foundation encourages applicants from all backgrounds and seeks to hire qualified staff reflecting the diversity of the communities it serves.
Create electronic grant files that meet legal, auditing and foundation requirements
Schedule grantee reporting requirements and payments for new grants
Manage grants program expenses to budget
Maintain multi-year payment schedules and monitor grant balances and contingency payments
Provide data reports, responses to inquires and grants histories, as requested
Field phone inquires, address general applicant or grantee questions and concerns
Communicate externally with grantees and applicants
Communicate internally with program and finance staff
Work with program team to develop and continually improve grant procedures
Assure compliance with IRS and foundation-specific regulations for assigned grants
Share front desk responsibilities with the Operations manager, including answering the phone, greeting and settling guests comfortably, as well as daily mail distribution
Develop and manage the Foundation’s annual communication calendar
Serve as the primary liaison with the database vendor to implement, maintain and improve grants management software to support foundation processes
Participate in on-going training and professional development
Track and process vendor contracts and expenses related to grant management functions
Understand foundation structure and history
Undertake special projects, as assigned
Required Competencies and Skills
Proven abilities in data management, analysis and reporting skills
Advanced computer and office skills: MS Office Suite, Google Suite, WIX, Adobe
Excellent writing and editing skills
Familiarity with web and social media content management
Customer service mindset and ethic in relation to all inquiries – internal and external
Basic understanding of IRS and foundation-specific regulations
Strong communicator with program and finance staff, grantee and applicants
Alignment with the Foundation’s values
Proven ability to manage project budgets
Strong organizational skills and ability to manage and prioritize competing tasks
The Miller Foundation is located in newly renovated space in Southeast Portland and offers free parking to its employees. The Foundation has a competitive benefits package for employees which include medical and dental coverage, flexible spending plan for medical or childcare expenses, and a 403 (b) retirement plan with employer participation after the first year. Salary will range from $48-$55K, depending upon experience.
To apply, please send a resume and a cover letter detailing your experience as it relates to the job description above to: GM@millerfound.org by August 23. No phone calls, please.