Grants Management Assistant

Oregon Community Foundation | Portland, OR

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Posted Date 9/13/2021

Oregon Community Foundation

Grants Management Assistant

Location: Portland, OR

Application Deadline: 10/3/2021


Since 1973, Oregon Community Foundation (OCF) has pursued a mission to improve lives for all Oregonians through the power of philanthropy. The Foundation invites Oregonians with different perspectives to come together around the shared value of giving back. 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.

Primary Purpose:

The Grants Management Assistant supports the foundation’s mission by providing data entry and customer service for grant programs. The Assistant assists with operations of the grant process, data integrity, and verification of nonprofit compliance. The position works closely with all members of the Grants Management branch.

Essential Duties and Responsibilities

A. Grants Administration - Percentage of Time: 70%

  • Perform data entry of grant recommendations and grantee information in compliance with OCF policies and departmental procedures, including but not limited to grant application data entry, data collection, due diligence on grantees, and award and decline communications
  • Provide technical support and customer service support to nonprofits
  • Perform due diligence on grant applicants
  • Ensure grantee reports are submitted to OCF in a timely fashion
  • Review and update grantee records
  • Maintain grant files via paper or electronic document management systems
  • Contact nonprofit organizations to obtain additional information related to grant recommendations
  • Provide back-up for weekly grant approval, including sending review and approval reports
  • Create mailings and communications with grantees
  • Assist with data entry and validation of nonprofit ACH registration
  • Coordinate regular data reviews and cleanup processes to maintain overall data integrity
  • Assist the department in maintenance of policies and procedures for grants processing
  • Train new staff on Grants Management processes

B. Administrative Support - Percentage of Time: 25%

  • Triage incoming inquiries from external and internal audiences
  • Handle and sort incoming grantee mail through email, U.S. mail and fax
  • Assist with data collection, analysis and presentation
  • Assist with developing and organizing administrative systems; participate in efforts to improve existing systems and processes
  • Assist the team with logistics for department meetings and retreats, taking notes as needed
  • Assist with preparation of materials for meetings and events
  • Coordinate internal and external communication efforts for Grants Management team
  • Assist with production and mailing of statements
  • Update relevant OCF website pages, donor portal, and grantee portal to ensure up-to-date information is provided
  • Participate on inter-departmental teams regarding organizational policies, processes and work environment
  • Provide back up to Grants Management Associates as necessary during absences or peak cycles

C. Marginal or Non-Essential Job Duties - Percentage of Time: 5%

  • Participate in statewide efforts to advance branch and department priorities as appropriate
  • Other duties as assigned by supervisor

Supervisory Responsibilities - Percentage of Time: 0%

  • No supervisory responsibilities

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.

Required Education, Skills, Training and Experience and Skills

Studies have shown that women and people of color are less likely to apply for jobs unless they believe they meet every one of the qualifications as described in a job description. We are most interested in finding the best candidate for the job, and that candidate may be one who comes from a less traditional background. If you are interested in applying, we encourage you to think broadly about your background and qualifications for the role.

  • Three years’ experience working with grants, contracts or data entry/compliance, preferably in a not-for-profit organization
  • Work or volunteer experience in the nonprofit sector preferred
  • Associate degree in a related field or equivalent experience in lieu of degree
  • Familiarity of general administrative and clerical office procedures and use of office equipment
  • Comfortable with ambiguity and uncertainty
  • Ability to convey information clearly, effectively, and engagingly orally and in writing
  • Excellent interpersonal skills with ability to develop and maintain relationships and work collaboratively to achieve positive outcomes
  • Cultural agility skills necessary to work effectively with diverse people, teams, and communities
  • Excellent collaboration skills--able to work effectively, respectfully and cooperatively with other team members and staff from other departments
  • Strong organizational skills--detail-oriented, able to work independently and in a team, able to prioritize and manage several tasks efficiently, able to meet multiple deadlines, and able to shift priorities and adapt to change
  • Excellent customer service skills to provide service that is courteous and competent, promoting trust and confidence
  • Attention to detail, accurate and timely completion of tasks
  • Strong knowledge of MS Word, Outlook, Excel, PowerPoint and Teams. Experience working in a network environment with an integrated database

Physical Demands and Working Conditions: This job is typically performed under very comfortable working conditions; any disagreeable elements are generally absent during normal performance of the job. Job duties are performed in an office setting or indoor meeting rooms.

Requires large volume of data entry performed at computer monitor, repetitive keyboarding. Requires ability to sit or stand for long periods at a time.

The amount of effort typically applied and the frequency of application: (Whereas, the following refers to lifting, any equivalent effort may be substituted.)

Less than 1 pound – Effort applied 40-70% of time

Between 1 and 5 pounds – Effort applied 15-40% of time

Between 5 and 25 pounds – Effort applied less than 15% of time

The effort reflected above is typically applied when sitting and standing.

Travel - Percentage of Time: 0%

Travel is not required.

Safety: Support a safe work environment by performing work duties safely and according to procedures. This includes reporting all injuries, illnesses or accidents sustained while working to your immediate supervisor as soon as possible after the occurrence or within 24 hours of the injury, illness or accident, and reporting any accident involving OCF vehicles, equipment or other property, regardless of the nature of the accident, to your immediate supervisor as soon as possible after the accident.

Attendance Requirements: Regular punctuality and attendance are required.

Compensation and Benefits: This is a non-exempt, full-time position. OCF’s regular workweek is 35 hours. The hiring range for this position is $20.80 to $24.95/hr., DOE. Salary offers are determined in conjunction with an internal pay equity assessment.

Our excellent benefit package includes generous paid time off, choice of medical and dental coverage, vision, outstanding 401k retirement plan, commuter and healthcare pre-tax savings accounts, employer-paid disability and life. Employees have access to an Employee Assistance Plan, paid volunteer leave, professional development opportunities, and much more!

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.

To be considered for this position, please provide a cover letter addressing how you meet the requirements of this position and a copy of your most recent resume. Apply online at

Listing Type
Management | Nonprofit
Position Type
Full Time
Experience Level
Senior Level
Employer Type
Direct Employer

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