Grants Administrator

Position Description

Title: Grants Administrator, Impact

Hours: Full-Time

Department: 

Classification: Non-Exempt

Reports to: Director of Grants Administration & Operations, Impact

Created On: 9/1/2024

Pay Range: $33.33-$38.47 per hour

Location: Minneapolis/Hybrid

Organizational Overview:

The Minneapolis Foundation drives collective action to realize strong, vibrant communities. The Foundation cultivates generosity by taking action on the greatest civic, social, and economic needs—partnering with nonprofits, facilitating grantmaking, driving research and advocacy, and providing services to donors seeking to make a difference in their communities.

Our Approach to Talent & Culture:

We strive to employ a team -especially leaders- who are culturally competent and reflect the makeup of the communities we serve. Overall, we cultivate a culture that is aligned with our core values. Our goal of fostering a culture of collaboration, excellence, and respect while ensuring accountability among all members of our organization is reflected in our talent acquisition and management strategies. 

Position Overview:

The Grants Administrator plays a pivotal role in providing administrative and technical support for Impact team grant programs and provide customer service to applicants and grantees as they access our online grants portal and application system. This role is responsible for meeting the needs of applicants and grantees and ensuring the Impact team has the information necessary to make thoughtful funding decisions and advance equity in our community. The Grants Administrator will work closely with the Impact team, including the Director of Grants Administration & Operations, and Grants Coordinator, to continuously streamline our application and reporting processes to save time for nonprofits and community groups.

Principal Duties and Responsibilities

50 %

Technical grant administration for all Impact grant programs:

·      Track all online grant applications, including grant programs and requirements in grantmaking systems.

·      Track all final reports from approved grant organizations in grantmaking systems.

·      Enter physical grant requests (those not submitted through the online process) in grantmaking systems.

·      Perform due diligence review of documentation provided by potential grantee organizations, utilizing knowledge of IRS and Minnesota charitable registration regulations.

·      Coordinate the grant payment process, including review of staff analysis, preparation of grant agreement and transmittal letters, and appropriate reporting and contingency requirements for all approved grants.

·      Monitor, track, and upload additional documentation into the grantmaking system as necessary for all emails, physical grant requests, grant agreement letters, and correspondence relating to potential and approved grant organizations. 

·      Regularly update and maintain accurate applicant and grantee contact information and perform routine database cleanup to ensure data integrity.

·      Assist in compiling data and/or research for grantee surveys.

·      Prepare data for all approved communications for the email marketing system relating to grant opportunities, community information meetings, and other requests as assigned.

Essential

30%

Customer Service:

·    Provide technical support to potential and current grantees.

·    Respond to inquiries from organizations regarding grant status.

·      Provide direct customer service support such as fielding calls from organizations as directed.

Essential

10%

Reporting & Dashboards:

·      Prepare application status reports for all grant rounds.

·      Prepare monthly and quarterly reports including account balance reports, grant awards, and unsolicited requests, and other current grant requests.

·      Prepare reports for the Impact Committee quarterly meetings.

·      Prepare other ad hoc reports as requested.

Essential

10%

Support general administrative activities:

·      Participate in cross-departmental work teams, including but not limited to the Impact Department and technology and operations-related teams.

·      Maintain written procedures appropriate to each area of responsibility and recommend revisions as necessary.

Qualifications for Success:

• Associate degree or equivalent (bachelors preferred) or a combination of 2-3 years of experience in administrative processes and customer service
• At least one year of previous experience in grants administration.
• Business technology skills, including the ability to operate business machines and adeptness with several computer software applications including MS Office products.
• Internet research skills, including knowledge of the leading search engines and online charity databases.
• Ability to communicate effectively, both verbally and in writing, with various audiences.
• Attention to detail and ability to work with minimal supervision following accepted procedures/protocols.
• Ability to prioritize and complete work in a timely fashion with a high degree of accuracy while adapting to new or tight deadlines.
• Ability to develop and maintain positive interpersonal relationships both internally and externally.
• Demonstrated initiative and commitment to work as a team member.
• Dedication to delivering high-quality customer service.
• Experience in a Foundation, nonprofit, or business setting.
• Advanced template creation and spreadsheet experience.
• Experience using relational databases and/or business intelligence software; experience with Salesforce or other CRM systems is advantageous.
• Knowledge of IRS regulations governing community foundations, charitable funds, and donor-advised grants.
• Communicate effectively both verbally and in writing.
• Understand financial records and budget calculations.
• Work accurately to meet deadlines in a fast-paced environment.
• Use sound judgment and maintain confidences/confidentiality.
• Work at a computer for extended periods.
• Proficiency in iPhiCore Enterprise and GranteeView.
• Follow standard procedures/protocols and work direction, prioritize work, and meet deadlines.
• Work successfully with a variety of individuals with a variety of work and communication styles, both internally and externally.

Supervision Responsibilities

None

Working Conditions

Most of the work in this position is performed in a general office setting and the successful candidate must be able to work at a PC for extended periods of time. We are a hybrid organization typically working 2 days a week in the office.

Encouragement Statement

At The Minneapolis Foundation, we believe that diverse experiences and perspectives are crucial to our success. We understand that not every candidate will meet every single qualification listed in the job description, and that is perfectly okay. We encourage you to apply if you’re excited about the opportunity and feel you can bring valuable skills and experiences to the role.

We value potential and a willingness to learn just as much as formal qualifications. If you’re passionate about Non-Profits or this specific role and believe you can contribute to our team’s success, we want to hear from you. Don’t hesitate to apply and share how your unique background and abilities align with our needs. Join us in creating an inclusive and dynamic workplace where everyone’s talents are recognized and appreciated.

The Minneapolis Foundation is an Equal Opportunity Employer