Seeking a Grants Management Associate

Position Overview

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: by August 23. No phone calls, please.

Recent Posts

See All

Resources for Arts Organizations

To our Oregonians in the Arts: Your work is getting us through this. All of us are reaching for the poems and music, the shows and performances that help us cope, find comfort, and embrace hope. Ar

COVID-19 One-Stop Application for Funding

COVID-19 Update As we continue to navigate these unknown waters as a community, we have been heartened by stories from our grantees about their resilience and grace when faced with an uncertain future

© 2016 James F. and Marion L. Miller Foundation

All Rights Reserved



1905 SE 10th Ave

Portland Oregon 97214