Grants Administration Associate

Oregon Community Foundation

Position Description

Job Title: Grants Administration Associate

Salary Range: $30.77 - $34.36/hour

Department: Finance and Operations Exempt Status: Non-Exempt

Job Status: Regular, Full-time Location: Portland, Oregon

Reports to: Grants Administration Manager

Application Close Date: 6/21/25

Primary Purpose:

The Grants Administration Associate supports the foundation’s mission by managing processes for a portfolio of grant programs. The associate provides support of grantmaking systems, operations, and data integrity, as well as verification of nonprofit compliance. They coordinate processes and provide ongoing training and guidance to other internal staff around grants management, and coordinate projects to provide ongoing process improvement for grantmaking operations.

Essential Duties and Responsibilities

1. Grants Administration Percentage of Time: 70%

• Manage processes for a portfolio of grant programs for Oregon Community Foundation and/or OCF’s Supporting Organizations:
  1. Conduct and coordinate data entry and data management of grant applications and/or distributions
  2. Ensure data integrity of all grants in portfolio, including nonprofit contact information, coding, approvals and supporting documentation
  3. Perform due diligence for grantees, especially ones with unique situations
  4. Confirm application materials are complete and legible; follow up with nonprofit partners and other OCF staff as needed
  5. Prepare grant award and declination letters

• Ensure that donor preferences regarding their grantmaking, including anonymity, are entered in the database and reflected in grant award letters in compliance with OCF standards

1. Communicate with grantees and applicants about timelines and requirements
2. Ensure grant contingencies are recorded and tracked, special timing considerations are monitored and grants are delivered in accordance with any special instructions
3. Monitor payments to ensure timeliness and smooth workflows; work with Finance to ensure timely receipt of funds
4. Provide technical assistance for potential and current nonprofit partners
5. Track submission of grantee evaluation reports; send reminders to grantees; process incoming reports; maintain database records of reports

• Ensure appropriate approvals are secured prior to delivery of grant awards
• Liaise with other departments to ensure timely and accurate grants management services; meet regularly with Philanthropic Services and Program staff for continuous improvement
• Coordinate customer service tasks for incoming inquiries from current and potential grantees
• Assist with development of grants administration processes and timelines for new programs in alignment with foundation grants administration standards
• Assist Grants Administration Managers with grants-related reporting and data analysis
• Document and implement grants administration policies and procedures; identify and create action plans for needed updates to policies and procedures
• Use basic knowledge of IRS rules and regulations affecting the grantmaking process to ensure compliance with state and federal laws and OCF’s policies

2. Special Projects Percentage of Time: 15%

• Coordinate and participate in process improvement projects involving cross functional and interdepartmental teams
• Analyze and recommend changes to policies and procedures related to department workflow
• Work with program staff to ensure accuracy of relevant sections of the Foundation’s website
• Collaborate with Grants Administration team members and other staff to ensure shared understanding of processes and improvement of systems

100. Grants Administration System Coordination Percentage of Time: 10%

• Ensure appropriate use of grant management software including protocols, grant coding, application and reporting systems, and data integrity
• Maintain online systems for information management
  1. Coordinate and create online applications
  2. Manage process for receiving incoming grantee reports and ensuring all reports have been collected
  3. Coordinate production of and nonprofit access to award letters
• Train staff on use of grants management database and systems as needed
• Maintain training materials and documentation of processes; ensure proper dissemination and regular updates to staff
• Support Grants Administration Team navigation of database transition and ongoing implementation
  1. Collaborate with stakeholders to ensure seamless application and service continuity
  2. Identify and resolve compatibility, performance, and security issues
  3. Data analysis to maintain data integrity

Supervisory Responsibilities Percentage of Time: 0%

• No supervisory responsibilities

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.

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 Experience and Education:

• Minimum of four years progressively responsible administrative experience, preferably in a nonprofit setting.
• Familiarity with grants administration or grant writing processes.
• Bachelor's degree in a related field or equivalent experience in lieu of degree.
• Experience using complex integrated database and CRM systems. Experience in web- and electronic-based document management tools and practices.

Required Professional Competencies:

• Ability to analyze, think critically, explain alternatives and identify and lead process improvements.
• Good problem solving and analysis skills, able to synthesize information gathered from several sources.
• 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.

Travel Percentage of Time: 1%

• Travel is infrequent but may include some statewide or out-of-state conference travel, including an occasional overnight stay.

• Attendance Requirements: Regular punctuality and attendance are required.

Compensation and Benefits:

• Hiring Range: $30.77 - $34.36/hour
• Offers are determined in conjunction with an internal pay equity assessment. This initial hiring range reflects our starting offer based on your skills and experience. It’s important to note that this is just the beginning; our overall compensation structure offers additional opportunities for growth and advancement based on performance and development within the role, as well as resources available.
• This is a full-time, non-exempt position.
• Benefits include paid time off, medical, dental, vision, 401k, disability and life insurance, employee assistance plan, volunteer leave, and professional development opportunities.

Encouragement to Apply:

Studies show that women and people of color are less likely to apply for jobs unless they believe they meet all the qualifications. We are most interested in finding the best candidate for the job, and that candidate may come from a less traditional background. We encourage you to think broadly about your background and qualifications and apply.

How to Apply:

OCF is an Equal Opportunity Employer. Submit a cover letter and resume online at oregoncf.org/about/careers.

This position description reflects management's assignment of essential functions. It does not prescribe or restrict the tasks that may be assigned.