What are the responsibilities and job description for the Grants and Contracts Assistant position at Guadalupe Centers, Inc.?
Grants and Contracts Assistant
Department: Accounting
Reports to: Director of Grants & Contracts
Supervises: 0
FLSA Status: Non-Exempt
Schedule: M-F 8:30 a.m-5 p.m
Summary: The Grants and Contracts Assistant will support the organization by providing clerical support to the Grants and Fundraising teams. The Grants and Fundraising Teams is composed of members from the executive staff as well as members from the accounting and marketing departments. The Grants and Contracts Assistant will assist the development team in maintaining and updating donor databases and shared files. They may also assist with other administrative tasks, meeting coordination, and documentation management.
Essential duties and responsibilities:
Administrative Support:
- Assist the Grants and Fundraising Teams with calendar management, appointment scheduling, and meeting organization for team events
- Provide clerical support to the Grants and Fundraising Teams, including digital filing, photocopying, and data entry.
- Prepare and distribute accurate and timely correspondence, reports, and presentations.
- Schedule and organize meetings for the Grants and Fundraising Teams, including agenda creation, logistical arrangements, and minute-taking.
- Support internal and external events, such as fundraising and community outreach activities.
- Support to the Grants and Fundraising Teams:
- Provide administrative assistance with donor communications, event planning, and tracking fundraising activities.
- Maintain donor databases, ensuring accurate and timely records of all interactions with donors and sponsors in the donor database while also ensuring data integrity.
- Assist with tracking and monitoring grants and contract activities and accomplishments.
- Generate reports for the Grants and Fundraising Teams as requested.
- Assist with Special Events as required.
- Participate in donor events, presentations, and meetings when required.
Documentation and Record Keeping:
- Maintain organized files for the Grants and Fundraising Teams.
- Assist with donor tracking and the acknowledgement process.
- Maintain and update the Bloomerang Database and Grants Google Drive to include copies of all applications, correspondence, awards, contract documentation, funding records, reimbursement requests, and payment records in Bloomerang and the Grants Google Drive.
- Perform other duties as assigned.
Qualification Requirements: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below represent the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Qualifications:
- High school diploma or equivalent required; Associate's or Bachelor's degree in Business Administration, Communications, or a related field preferred.
- 2 years of experience in an administrative role, preferably within a non-profit organization.
- Strong organizational skills and attention to detail.
- Strong ability and experience with database management; Report Writer and Excel import, export, and report creation.
- Excellent written and verbal communication skills.
- Proficiency in the Microsoft Office Suite.
- Ability to manage multiple tasks and priorities in a fast-paced environment.
- High level of discretion and confidentiality.
- Strong interpersonal skills with the ability to work effectively with diverse teams.
- Proactive and able to work independently with minimal supervision.
Work Environment:
This role operates in a professional office setting. Guadalupe Centers serves a diverse community, including individuals with mental or behavioral health issues. All staff must demonstrate appropriate behavior, emotional expression, and role modeling daily. Hostility, aggression, and inappropriate physical or emotional actions are not acceptable.
Physical Requirements:
The physical demands listed here are essential to this job. Reasonable accommodations will be made for individuals with disabilities. The employee is frequently required to stand, talk, hear, walk, and sit. Occasionally, the employee may need to bend or twist their neck, lift up to 15 pounds, push or lift items, and perform actions such as bending, twisting, squatting, pulling, and standing for short periods. The role also requires close vision for reading and adjusting focus. Additionally, the employee must handle multiple demands and interact with the public and staff.
This job description provides a summary of essential functions and is not a detailed list of duties. Employees will receive specific job-related tasks from their hiring department that are consistent with the essential functions mentioned above.
Equal Opportunity Employer:
GCI is committed to a policy of equal opportunity for all employees and applicants for employment without regard to race, religion, color, creed, ancestry, age, sex, gender, national origin, marital status, pregnancy, citizenship, disability, genetic information, veteran status, service member status or any other category protected by federal, state or local law. Preventing discrimination is the responsibility of every employee in the way employees treat and interact with one another. Therefore, GCI expects all work relations to be business-like and professional, free of bias, prejudice, harassment, and/or discrimination.
GCI's policy of Equal Opportunity extends to all conditions of employment, including, but not limited to, recruitment, hiring, placement, training, compensation, discipline, transfers, separation, layoff, recall, leave of absence, and promotion. GCI will not tolerate any discrimination in the workplace, and it is expected that any employee who believes they have been subjected to any practice that appears to be inconsistent with this policy will contact Human Resources. Improper interference with the ability of GCI's employees to perform their expected job duties is not tolerated.
GCI encourages reporting incidents or concerns regarding discrimination to the Director of Human Resources, so that prompt and constructive action can be taken. There will be no retaliation or adverse action against an employee for raising an issue or complaint pursuant to this policy. The report will be investigated to determine what if any, responsive action is necessary and appropriate. Any employee found responsible for an inappropriate or discriminatory act will be subject to disciplinary action, up to and including separation.
