Job Details

Grants Management Assistant

The Oregon Community Foundation, Portland, OR

Job - Non-Profit

Close Date: 02/15/2019

Since 1973 The Oregon Community Foundation (OCF) has pursued a mission to improve lives for all Oregonians through the power of philanthropy. We work with individuals, families, businesses and organizations to create charitable funds that support the community causes they care about. These funds support the critical work that nonprofits are doing across Oregon. Our headquarters are in Portland, with regional offices in Bend, Eugene, Salem, and Medford, Oregon.

The Grants Management Assistant supports fund administration and grants compliance activities with a specific focus on endowment partners and designated fund programs. Responsibilities include grants administration and client support. This position works closely with endowment partners program officers.

Essential Duties and Responsibilities:
A. Endowment Partner Fund Administration:
• Respond to client inquiries
• Assist with production and mailing of quarterly statements
• Perform data entry related to grant payments to endowment partners and ensure compliance with state and federal regulations
• Enter pay distributions from funds
• Provide audit confirmations
• Email quarterly investment reports
• Prepare meeting materials
• Assist with registration and event management

B. Designated Funds and Grants Administration
Overall responsibility for set up, monitoring and payment of annual designated fund grants including:
• Respond to inquiries from designated fund grantees
• Review and update grantee records
• Review grantee reports and compare to donor intent outlined in fund agreements
• Troubleshoot problems in reports and fund balances, in consultation with the assigned program officer
• Perform data entry related to grant payments to designated funds in adherence with established compliance policies.
• Create the annual designated fund report for the Grants Committee
• Draft annual report letters to existing donor

C. Other Administrative Support
• Perform regular maintenance in database, including entry and updating of donor and fund records and grant record coding clean up
• Participate on inter-departmental teams regarding organizational policies, processes and work environment
• Assist in the preparation and materials collection for periodic endowment partner seminars and trainings.
• Coordinate periodic webinars and educations sessions for endowment partners.
• Provide back up to other Grants Management Assistants as necessary during absences or peak cycles
• Provide periodic backup to Receptionist as needed during absences

Required Education, Training, Experience and Skills:
• Two years’ experience working with grants, contracts or data entry/compliance position, preferably in a not-for-profit organization
• Proficiency using the Microsoft Suite: Windows, Outlook, Excel, Word, Internet
• One year experience working in a network environment with an integrated database.
• High school diploma or G.E.D.
• Familiarity of general administrative and clerical office procedures and use of office equipment
• Excellent customer service skills that is responsive, courteous and competent and instills trust
• Strong oral and written communication skills – convey information clearly and effectively
• Works effectively, respectfully and cooperatively with other team members and staff from other departments
• Use resources appropriately to problem-solve and use appropriate level of judgment
• Possess cultural agility skills necessary to work effectively with diverse people, teams and communities.

Required Cultural Values: In addition to the specific job requirements for each position, staff are expected to embody certain cultural values to support OCF’s mission: communicate effectively, value one another, demonstrate accountability, embrace possibilities, address conflict and take action.

Compensation and Benefits:
The starting salary range begins at $18.00 per hour; starting rate is dependent on candidates’ applicable experience and knowledge. OCF offers an excellent benefit package with generous paid time off, choice of medical and dental plans, vision, outstanding 401k retirement plan, commuter and healthcare savings accounts, employer paid disability and life. Our employees have access to an Employee Assistance Plan, paid volunteer leave, and professional development opportunities.

To Apply:
The Oregon Community Foundation is 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 in Oregon. We welcome a diverse pool of qualified applicants.

We are accepting resumes until the position is filled. To apply, provide a cover letter addressing how you meet the requirements of this position and include your resume.

Complete details: