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Grants and Operations Manager, Private Foundation

Employer
The Educational Foundation of America
Location
New York, United States
Salary
$84,000.00 - $94,000.00
Closing date
Feb 25, 2022

View more

Position Type
Programs, Grant Administration, Program Administration and Management, Administrative, Accounting and Finance, Office Administration, Other Administrative
Fields
Advocacy, Arts, Community Development, Environment, Health, Technology
Employment Type
Full Time
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GRANTS AND OPERATIONS MANAGER

The Educational Foundation of America (EFA) is a family foundation established in 1959 by Richard P. Ettinger. EFA’s mission is to advance progressive change through support for creative initiatives working toward sustainability, justice, and equity. Today, EFA makes grants in five program areas: Arts, Democracy, Environment, Food Security, and Reproductive Health and Justice. All of our grantmaking is in the US; much of it in Appalachia and the South. For more information about EFA’s work, please visit our website.

Serving on Program Committees in each area, the Foundation’s Board members are actively engaged in the grantmaking process and work in close collaboration with the Foundation’s five Program Officers. All staff report to the Executive Director.

EFA is proud to be an Equal Opportunity Employer committed to equity, diversity and inclusion. We strive to build a diverse workforce to promote effective work in partnership with all communities and population groups our grantees serve. We welcome a diverse pool of qualified applicants.

The Grants and Operations Manager position incorporates two primary functions: grants management and operations coordination.

SUMMARY OF POSITION

The Grants and Operations Manager is responsible for the coordination and smooth, timely running of EFA’s grantmaking processes; oversees the design and maintenance of EFA’s relationship management database; serves as EFA’s webmaster and coordinates external communications; serves as EFA’s operational liaison to our outsourced administrative vendor; serves as administrative support for EFA’s Executive Director; and supports the work of EFA’s Program Staff and Board. 

RESPONSIBILITIES

Responsibilities by the two primary functions are as follows:

Grants Management

  • Maintain EFA’s grants database on Bromelkamp’s akoyaGO platform to manage all stages of grantmaking, including continual refinement of work processes, reports, and other database functions;
  • Manage and document the flow of all of EFA’s grantmaking activities, such as: inquiries; requests; due diligence and review by EFA staff, committees, and board; payments; grantee relationship management; reporting; and close-out;
  • Provide technical assistance and support to grant applicants and grantees;
  • Supervise and ensure compliance with EFA grantmaking policies, procedures, forms, and reports, as well as legal and accounting requirements;
  • Provide proper grants reporting and documentation for audit and tax preparation;
  • Conduct research pertinent to grant due diligence, ongoing review, and close-out analyses;
  • Support EFA program staff on grants management software, including training;
  • Maintain relationship with grants management software vendor and serve as EFA’s primary contact for technical support;
  • Manage EFA’s discretionary grantmaking program, including support for EFA’s board and committee members on all aspects of grantmaking;
  • Be responsible for the preparation of grant-related materials for Committee and Board Meetings; and
  • Take on other duties and specific tasks as assigned by the Executive Director

Office/Operations Coordination

  • Serve as the principal coordinator of EFA’s operations and workflow;
  • Serve as EFA’s primary operations contact with Intentional Philanthropy, EFA’s back-office service provider, ensuring the smooth coordination of workflow including accounting, tax, audit, human resources, and legal/compliance issues;
  • Establish and maintain EFA’s CRM database and coordinate external communications, including serving as EFA’s webmaster;
  • Manage internal communications including an internal newsletter and foundation-wide calendar;
  • Serve as the main contact for EFA vendors, manage vendor communications, and retrieve invoices for payment processing;
  • Maintain records as required for financial controls, auditors, and document retention;
  • Perform administrative functions such as scheduling appointments and Board Committee meetings and drafting meeting summaries and minutes as needed;
  • Oversee physical office operations, including managing office supplies, equipment, software and coordinating with landlord and vendors (e.g. security, utilities, cleaning services);
  • Act as project manager and onsite contact for multi-day, offsite Board Meetings (currently three per year), including travel planning, logistics, and preparation of meeting materials;
  • Create and manage budgets for all Board Meetings
  • Other duties and tasks as required by the Executive Director

TRAVEL REQUIREMENTS

Under normal circumstances, EFA staff travel to Board Meetings 2-3 times per year. Currently, some Board Meetings are being held by teleconference and others are planned, pending travel possible travel restrictions, to be in person.

QUALIFICATIONS

  • BA Degree desired
  • Motivated self-starter with the ability to multitask and manage multiple priorities
  • Exceptional written and oral communication skills
  • Skill in systems thinking and strategic thinking and analysis
  • Unwavering attention and commitment to detail and accuracy
  • Creativity in approach to work and problem-solving
  • Fluency, expertise, and complete comfort with business-related software programs, especially Microsoft Office 365 and including others such as Grant Management Software, Squarespace, Dropbox, Adobe, Zoom, etc.
  • Familiarity and experience with akoyaGO Grant Management Software preferred but not required
  • Commitment to the stated goals, vision, mission, and values of EFA
  • Flexible outlook with a sense of perspective and humor

COVID-19 CONSIDERATIONS AND REMOTE WORK

EFA’s office is located on the Hudson River in Garrison, New York, within walking distance of the Garrison Metro-North train station. To keep our employees safe during the pandemic, all have been working remotely with few internal or external in-person meetings and very little work travel. Comfort with working from home, Zoom meetings, familiarity with online collaboration tools, and the ability to be accountable in a remote environment are all essential.  Subject to health and safety protocols, is anticipated that there will a mix of remote and in-person work.

SALARY RANGE

The salary range for the Grants and Operations Manager position is $84,000 - $94,000. EFA provides compensation commensurate with experience and skills, excellent benefits including health, dental, and vision insurance, life insurance, a fitness benefit, and free parking for all employees.

TO APPLY

Send cover letter and resume in PDF by email to Rebekah Wadadli, EFA Consultant, rw@theefa.org with the subject line: Grants and Operations Manager. No phone calls please.

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