Operations and Grants Manager

7 days left

New York, United States
$45,000.00 - $50,000.00
Jul 09, 2021
Aug 07, 2021
Employment Type
Part Time

The Foundation is seeking an energetic, detailed oriented, self-motivated, effective communicator, and experienced part-time Operations and Grants Manager (18 hours per week), who will manage day-to-day grants management, coordinate the Foundation’s financial, administrative, and operational functions, and maintain databases and the website. The Manager will be responsible for ensuring that VKRF operates with the highest possible excellence across all its administrative and financial activities.

Office management
  • Manage day-to-day office needs including answering phones, greeting visitors, sorting and processing mail
  • Provide general administrative support including scanning, organizing, and inputting and maintaining web-based and paper files
  • Arrange logistics for meetings, events, and travel
  • Compile meeting agendas and materials, record meeting summaries
  • Serve as the primary point of contact for consultants, vendors, and the Foundation’s accounting firm
  • Research, recommend, and purchase hardware, software, and office equipment and ensure that equipment, software, and supplies are inventoried, maintained, kept secure, and replaced as needed, troubleshoot day-to-day problems with hardware, software and telecommunications equipment and services, following up with vendor technical support as required
  • Maintain distribution and contact lists, calendars, and internal databases
  • Edit and proofread internal and external documents and assist with general foundation communications, including application guidelines and website editing
  • Provide additional administrative and office management assistance as needed
Financial management
  • Manage regular bill and grant payments
  • Enter and maintain records of all program and administrative expenses by category, track expenditures, and report against budget projections
  • Maintain the internal manuals that are core for the Foundation’s financial management
  • Serve as primary liaison between the office and its accounting firm, prepare information for grant disbursals, coordinate the approval and disbursal of grant payments
  • Serve as a primary liaison between the office and the auditing firm, preparing the information needed for the annual audit
Grants management
  • Update and maintain grants database (current and prospective grantee records, declines, email lists)
  • Communicate with grantees at various stages of the grant process
  • Provide grantees with the forms and support they need to comply with grant requirements (proposals, reports, etc.), and ensure that the forms for grant seekers are clear, relevant, and up to date
  • Document the details of funding arrangements
  • Conduct due diligence on all prospective grantees and discretionary grant recipients
  • Process grant payments in the Foundation’s billing and payment software program
  • Track payments and reports
  • Prepare reports on grants, requests, declines, payments and reports for board and staff, share information on the Foundation’s grantmaking publicly as needed
Board engagement
  • Coordinate logistics for board meetings, oversee production of board books and prepare standard materials for board review (grants docket, financial summaries, grants allocations, lists of declines and discretionary grants)
  • Maintain archive of board dockets and decisions
  • Coordinate travel and other reimbursements for board members as needed

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