THE OPPORTUNITY

• Do you want to work in a role that provides meaningful and immediate community transformation?
• Do you want to work for a single-family office that has a focus on employee development and provides opportunities for employees to learn a variety of skillsets?
• Do you value doing sophisticated work while maintaining a good work/life balance and fun work environment?

ABOUT THE COMPANY

The single-family office provides a diverse array of services including tax, accounting, wealth management, fiduciary, and philanthropic services to a multi-generational family with a controlling stake in a publicly traded corporation. The office administers several private foundations in addition to operating its own umbrella foundation composed of several separate family funds.

WHAT YOU’LL BE DOING

A single-family office is hiring a Senior Grant Administrator to be a core member of its philanthropy team responsible for execution in the areas of grant administration. Reporting to the Director of Philanthropy Operations, the Senior Grant Administrator will provide administrative support for the office’s philanthropy staff and manage multiple grantmaking entities’ processes in the Grants Management Database (SmartSimple). Such tasks include assisting with managing calendars, administering SmartSimple, disbursing funds, automating communication and follow-up with nonprofits, and various other administrative tasks. This role is responsible for the end-to-end process of grant management, from virtual application, to review, reporting, and supporting the processes required with a third-party evaluation partner (Impact Genome).

Responsibilities include:

• Grant Application Process: Develop mastery of SmartSimple as a super-user. Input entries into SmartSimple. Manage & implement the grant application process, including creating guidelines, application forms, and timelines. Provide guidance and support to potential grantees during the application phase. Review grant proposals for completeness, adherence to guidelines, and alignment with the foundation’s mission and priorities. Present opportunities for automation, simplification, and process optimization.
• Grant Monitoring and Evaluation: Develop and implement systems to monitor grant progress and compliance with grant agreements. Collaborate with program officers and other stakeholders to assess the impact and effectiveness of funded projects (third-party impact provider). Collect and analyze data for reporting and evaluation purposes.
• Communication and Relationship Building: Serve as the primary point of contact for grant applicants and grantees, addressing inquiries and providing assistance. Foster positive relationships with current and potential grantees, as well as with internal staff and external partners. Communicate grantmaking strategies, guidelines, and outcomes to relevant stakeholders.
• Financial Management: Monitor grant budgets and expenditures, ensuring compliance with financial guidelines across 50+ grantmaking entities. Work closely with the finance department to ensure accurate and timely processing of grant payments in partnership with banking systems. Input budgets in the Grants Management System to ensure adequate tracking and reporting. Communicate with nonprofits to confirm ACH and bank routing instructions where necessary.
• Record Keeping and Documentation: Maintain accurate and up-to-date records of all grant-related activities. Prepare and maintain comprehensive documentation, including grant agreements, reports, and correspondence. Build systems that automate communications and centralize documentation within the Grants Management System.
• Compliance and Reporting: Ensure that all grant activities comply with legal and regulatory requirements. Work with Grants Management System to create and automate reports. Prepare regular and ad-hoc reports for internal and external stakeholders. Assist in the preparation of materials for board meetings related to grant activities. Document procedures for risk management purposes.

IDEAL CANDIDATE QUALIFICATIONS AND EXPERIENCE

• 3-5 years administrative and database experience in a philanthropy role, or, in a role demonstrating support of foundations or tax-exempt entities.
• Must have experience with a Grants Management System; SmartSimple preferred.
• Must have experience with Salesforce (preferred) or other CRM.
• Proficiency with Microsoft Office, including Excel and PowerPoint and desktop software.
• Ability to create and edit presentations and materials, including updating various grantmaking entities’ websites.

KEY PERSONAL ATTRIBUTES

• Excellent communication, interpersonal, and relationship-building skills.
• Detail-oriented with strong organizational and project management abilities.
• Strong understanding of philanthropy, grantmaking processes, and the social sector.
• Strong interpersonal and written communication skills.
• Strong research and analytical skills.
• Initiative: taking ownership of work, working independently, and following through.
• Ability to maintain a high level of integrity and discretion in handling confidential information.
• Keen eye on automation, building efficiencies, and leveraging technology for long-term scale.

THE PAYOFF

• Work with a team that is supportive, engaged, and passionate about the mission.
• Perform good and meaningful work and grow within an organization that has a focus on employee development.
• Be part of an organization that is growing in both size and philanthropic impact.
• Help leave a lasting legacy in a variety of communities through philanthropy.

This position is salaried and includes a comprehensive benefits package.

DIVERSITY/INCLUSION STATEMENT

Gilman Partners is committed to strengthening leadership teams and elevating the talent in our communities – and that means all qualified applicants will receive consideration without regard to race, ability, religion, sex, age, sexual orientation, gender identity/expression, or national origin. You don’t have to meet every qualification in this job description to apply. If you’re drawn to the position and believe your experience makes you a good fit, we encourage you to reach out.

ADDITIONAL COMMENTS

This position offers the ability to work remotely one day per week, and the company culture emphasizes work-life-balance.