Grants & Operations Associate

Title: Grants & Operations Associate

Application deadline: 2/10/25

Application instructions: The application instructions are listed at the bottom of this JD.   We will only accept applications from candidates who follow the application instructions.

Employer: The Norcliffe Foundation is a private family foundation founded over 70 years ago with a mission to improve the quality of life for all the people in our community. Based in Seattle, we support a variety of organizations across the Puget Sound region and are one of the few foundations that accepts unsolicited applications.

Position:

The Norcliffe Foundation seeks a Grants & Operations Associate, a newly created role.  This is a full-time position, responsible for coordinating the Foundation’s grants system and providing administrative and operations support. We are seeking someone with demonstrated experience in database management, project management, and office coordination who learns and adapts quickly, has a strong attention to detail, and thrives in a small team environment. Ideal candidates are driven and self-motivated with a proven track record of working independently, tackling challenges with adaptability, and delivering creative solutions. The person we hire will want to develop an in-depth understanding of the operations of the organization, the systems and styles that have worked for us for years, and also contribute to continually improving those systems and workflows in a manner consistent with best practices.

Reporting to: Foundation Director

Role and Responsibilities (including but not limited to):

• Provide administration through all stages of the grants flow process, ensuring compliance with IRS regulations and Foundation policies while creating straight forward and inclusive procedures that effectively support our grantee partners Ensure integrity in the grantmaking process through consistent and accurate documentation and management of decision-making processes
• Provide timely and clear advice, information, and technical assistance to applicants and grantees

• Assist with required research pertinent to grant due diligence
• Prepare and provide accurate grant data - including charts, summaries, and reports Prepare grant correspondence, including decline and award letters Identify opportunities for grantmaking process and system improvements Serve as internal subject matter expert and our “go-to” on the grants management system (Foundant/GLM), diagnosing/resolving system issues, and instruction on system features
• Support the Foundation president and board of directors by providing administrative support and meeting materials
• Schedule and manage logistics for site-visits and other meetings
• Monitor inquiries through the website. Use judgment to determine which can be answered independently and which should be forwarded
• Managing Foundation in-coming and out-going mail File retention organization and management

Qualifications, Skills, and Strengths:

• Steadfast dedication to maintaining confidentiality High-performing, responsible, and a self-motivated professional Strong project and time management skills with a strong attention to detail, including the ability to meet multiple competing deadlines with high independence and initiative

• Goal-oriented, proactive self-starter with demonstrated ability to work independently and approach challenges with adaptability and creativity.
• Creative and innovative thinker, who actively presents new opportunities, proposes solutions, and recommends best practices
• Technology-oriented with strong troubleshooting skills, adaptability to new technologies, fluent in the MS Office suite, Gmail, Google Calendar, & Google Drive. Experience with Foundant GLM a plus 

• Professional yet approachable demeanor with strong interpersonal and relationship-building skills that effectively lead to building rapport and trust
• Ability to anticipate challenges and effectively resolve potential issues through creative problem solving
• Affinity for learning, continuous improvement, and knowledge sharing

Education and Experience:

• Five years of relevant work experience in a professional setting required. Work experience in grants administration within non-profit organizations a plus
• Experience with small teams, database management, project management, or as an executive/administrative assistant is a plus as is knowledge of the local nonprofit community  

Compensation

• Salary: $75,000 - $90,000, DOE 
• Benefits package: (will be discussed, but to include a retirement contribution, healthcare stipend, generous PTO, and a flexible work schedule)

Work environment:

• Monday – Friday, business hours, hybrid work environment.
• Note: This role will include in-person office hours at least twice a week (dates and times to be discussed).  Parking will be paid for while in the office.

To apply:

Our search is being managed by Elizabeth Meyer of The Meyer Suite.  All applications will go through Elizabeth, initially.

In lieu of a cover letter, please answer the following five questions, and attach your resume. 

1. Please confirm you meet the education and experience requirements listed.
2. Please confirm you acknowledge this role is hybrid and will require an in-office presence at least twice per week. In what ways do you believe this role could be the right next step for you in your career?
3. What have you not yet experienced career-wise that you do want to learn/manage/or better understand in your next role?
4. What is one of your core strengths? 
5. And/or what do you know you do well that you want to continue to do well in your next role?

Thank you for your time reviewing this job description and applying for the job. Due to the volume of responses we receive, we will not be able to acknowledge each application.  Please do not contact us multiple times.  If we feel you could be a good fit for this position, we will contact you.