Open Position: Grants Administrator

About the Foundation

The St. Louis Community Foundation is a 501(c)(3) dedicated to inspiring purposeful philanthropy that connects community and donors to build and preserve a more equitable and vibrant region, now and forever. Our focus on charitable giving to improve the region is fueled by unwavering objectivity, renowned technical discipline, and a commitment to work collaboratively with fundholders, the nonprofits they support, civic and community leaders, and other philanthropic entities.

One of the nation’s first community foundations, the St. Louis Community Foundation was founded in 1915, and today is composed of over 800 funds with total assets of approximately $500 million. Each fund represents a unique philanthropic purpose, the majority in partnership with an individual, family, business, community initiative. Visit www.stlgives.org to learn more.

Position Overview

The new Grants Administrator position will provide critical administrative and programmatic support for the Community Foundation, and specifically to the Community Investment Team, and its various internal and external stakeholders.

Reporting to the Director of Community Investment, the Grants Administrator performs a variety of programmatic and administrative tasks and ensures the smooth functioning of the Foundation’s grantmaking and capacity building programs.  At the same time, this team member supports our grant partners navigating the Foundation’s grantmaking systems, responds accurately and promptly to staff, donors, and grantee inquiries.  The Grants Administrator is responsible for ensuring data integrity and will work collaboratively with other Foundation departments, as needed.

The Grants Administrator’s responsibilities are foundation-wide in scope and include the following:

Primary responsibilities:

1. Provide administrative support to Community Investment Team throughout the life cycle of each grant program including collecting and organizing applications, conducting basic due diligence, providing technical assistance to applicants and grantees, coordinating the review process, scheduling site visits as needed, scheduling financial distributions, and grantee tracking.
2. Provide general operational support including organization of files, creation of presentation materials, data entry and analysis, generating reports from database and translating data into meaningful insights for the Team.
3. Accurately maintain written and online records in the Foundation’s databases including, but not limited to (1) updating information on grant programs and decisions; (2) tracking, entering, and filing grant data; (3) maintaining accurate contact information for donors, nonprofits and other community partners; (4) preparing audit confirmations for nonprofits; and (5) maintaining accurate reporting for restricted grant budgets and expenditures.
4. Responsible for grant related database, including assurance of data integrity for both funds received, and grants made.

5. Become familiar with and utilize the Grant Life Management grants system to build and design effective processes for capturing, evaluating, and assessing grant related data.
6. Assist both internal and external audiences with the grants management system, including troubleshooting and assurance of data integrity.
7. Work internally with Foundation staff and other stakeholders to structure and implement grantmaking requirements and ensure effective workflow. Provide clear, concise instruction on grants administration policies and procedures to both grantees and staff.
8. Identify opportunities to optimize existing grant workflow while ensuring continued quality and timeliness across all aspects of the grant cycle.
9. Provide administrative support to Catchafire capacity-building program including, grantee relationships and communications, engagement and follow-up opportunities, problem-solving challenges, tracking progress, and maintaining accurate records.
10. Provide exemplary customer service to community partners, grantees, applicants and key stakeholders including timely communications, information about grantmaking programs, and technical assistance.
11. Track key affiliate organizations, publications, websites, and resources for information on best practices in grantmaking, equitable practices, and other issues and topics of interest to the Foundation.
12. Responsible for implementing best practices in grant management and systems.
13. Document and maintain operational workflows.
14. Prepare data-related reports for finance, philanthropic and program related functions.

 

Reports to:

Director of Community Investment

 

Qualifications and Skills:

• Bachelor’s degree in related field with at least two (2) years grants administration experience, or applicants with extensive experience (ten (10) years or more) in grants administration, systems design, or related field.
• Advanced systems skills, especially experience with donor grantmaking software highly preferred.
• Exceptional written and verbal communication skills, proficiency with Microsoft Office applications including Word, Excel, PowerPoint, Outlook, etc., and a commitment to accurate recordkeeping.
• Ability to communicate and design communication approaches for relaying technical, budgetary, and program details to staff, consultants, external advisors, grantees, and applicants in a clear and user-oriented manner.
• Ability to implement effective workflow processes and procedures.
• Demonstrated capacity to build collaborative relationships and support teams around new initiatives with internal and external partners.
• Experience with nonprofit organizations preferred.
• Detail oriented and able to efficiently organize and manage multiple responsibilities.
• Willingness to take initiative, high level of self-motivation, and ease working independently or as part of a team.
• Ability to think critically, act decisively, and synthesize program and operational issues.
• Ability to objectively analyze a situation or given set of facts to evaluate and articulate the pros and cons of any course of action.
• Demonstrated understanding of and interest in philanthropy, program planning and implementation, data evaluation, capacity building, and community and civic initiatives.
• A proven history of strong relationship-building skills, with a strong track record of building effective relationships within diverse communities.
• Customer service orientation with an understanding that customers may be external or internal.
• Commitment to racial equity and continuous learning about bias, systemic racism, and the impact of oppression on the vitality of the region. A demonstrated ability to weave equitable considerations and opportunities into educational and grantmaking conversations.
• High energy, self-starter who has a detail-oriented approach to working in a cross-functional, team driven organization committed to community improvement.
• Ability to prioritize, multi-task, and meet deadlines.
• Must be able to remain in a sitting stationary position for extended periods; operate a computer and phone system and interact with people with ease. May require the use of stairs.

Applicants may be required to perform duties outside their normal responsibilities listed.

 

Equal Opportunity Employer

The St. Louis Community Foundation is an equal opportunity employer and does not discriminate on the basis of sexual orientation, gender identity or expression, race, color, religion, national origin, sex, age, marital status, disability, personal appearance, family responsibility, political affiliation, or any other status protected by applicable local, state, or federal law.

 

Compensation and Benefits

The salary will be negotiated based on experience, qualifications, and record of achievement. Minimum starting salary of $60,000.  The Foundation offers a comprehensive benefits package and the opportunity to work with a committed and engaged team of philanthropic professionals.

 

Hours

37.5-hour work week. Office hours are 8:30 AM – 5:00 PM with events outside this timeframe. The Foundation offers flexible time options for its full-time employees in good standing, after 3 months of satisfactory employment.

 

Commitment to Equity

The St. Louis Community Foundation strives to achieve equity in our workplace.  We prohibit discrimination and harassment of any type and affords equal employment opportunities to employees and applicants without regard to race, color, religion, sex, national origin, disability status, gender identity or expression, protected veteran status, or any other characteristic protected by law.  The Community Foundation conforms to the spirit as well as to the letter of all applicable laws and regulations, valuing equity in the workplace and community.

 

To Apply

Submit in confidence a cover letter and resume via email to the Director Human Resources, Jeffrey A. St. Omer: jstomer@stlgives.org with “Grants Administrator – Your Name” in the subject line by September 1, 2024.