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Administrative Assistant, Grants Payment

Simons Foundation
New York, United States
Salary Not specified
Posted Date
May 24, 2024

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Position Type
Administrative, Accounting and Finance
Other Fields
Employment Type
Full Time

Administrative Assistant, Grants Payment

The Administrative Assistant, Grants Payment reporting to the Grants Payment Manager, is responsible for supporting various aspects of grant payment processes, including managing the institution certification process and overseeing contact management for the Simon Foundation's grants management systems, which includes sending reminders and delinquent notices, managing user accounts, conducting validation of awardee institution officials and assisting in data cleanup efforts. They play a crucial role in ensuring accuracy and compliance in grant payments, responding to grantee inquiries and supporting special projects such as data migration. This position requires strong attention to detail, excellent communication skills, proficiency in grant management systems and the ability to handle sensitive information securely.

• Manage institution certification process for the foundation's grants management systems, including review and approval of institution profiles, using GuideStar Charity Check for tax status procurement.
• Review and resolve payment holds related to institution or institution official's certifications or tax statuses.
• Oversee contact management for the foundation's grants management systems.
• Validate institution officials and other institution contacts.
• Assist with managing shared email inboxes and responding to email inquiries.
• Send internal reminders to ensure monthly reporting deadlines are met.
• Send external deliverable reminders and delinquent notices to ensure payments can be processed.
• Request, track, and process grant refunds.
• Maintain internal project tracking logs.
• Document standard operating procedures (SOP) for the grants payments team using ProcessStreet.
• Develop expert knowledge and skills in the foundation's grants management systems (ProposalCentral and SmartSimple) and other applications.
• Manage project milestones related to the Grants Team and internal users.
• Update and maintain internal project tracking logs.
• Schedule meetings and prepare agendas as needed.
• Support data migration and cleanup.
• Prepare reports as needed.
• Assist with special projects as needed.
• Perform any other duties or tasks as assigned or required.

• Bachelor's degree

• 1–2 years of full-time administrative experience
• Previous experience in grants, accounts payable, or in sponsored projects administration is preferred.

Related Skills & Other Requirements:
• Candidate must be customer service oriented and a proactive team player.
• Familiarity with SOP development and adherence
• Ability to handle sensitive information with confidentiality and discretion
• Strong attention to detail and ability to maintain accuracy in data entry and record keeping
• Exceptional written and verbal communication skills are necessary.
• Demonstrates sound judgment and discretion with sensitive information
• Capable of completing a variety of tasks with competing deadlines
• Proficiency in Microsoft Office: Word, Excel and PowerPoint
• Technical knowledge or familiarity of SmartSimple, ProposalCentral, G Suite and a query-based reporting tools is a plus.

• Please submit a résumé and cover letter describing your interest in this position.

• The full-time annual compensation range for this position is $57,000 – $60,000, depending on experience.
• In addition to competitive salaries, the Simons Foundation provides employees with an outstanding benefits package.

The Simons Foundation's Diversity Commitment
Many of the greatest ideas and discoveries come from a diverse mix of minds, backgrounds and experiences, and we are committed to cultivating an inclusive work environment. The Simons Foundation actively seeks a diverse applicant pool and encourages candidates of all backgrounds to apply. We provide equal opportunities to all employees and applicants for employment without regard to race, religion, color, age, sex, national origin, sexual orientation, gender identity, genetic disposition, neurodiversity, disability, veteran status, or any other protected category under federal, state and local law.

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