Grants Manager/Administrator, Pembroke Philanthropy Advisors

Pembroke Philanthropy Advisors (PPA) is a foundation management and philanthropic advising firm located in Radnor, Pennsylvania. PPA is hiring a Grants Manager/Administrator to join our team to provide grants management and administrative support to Pembroke and multiple private foundation clients.

The Grants Manager/Administrator reports to PPA’s President Daphne Rowe, who serves as PPA’s client foundations’ Executive Director. This position is part-time (28 hours per week) and may grow into a full-time position with client growth.

Key Responsibilities/Specific Duties

Grants Management

• The Grants Manager/Administrator plays the primary role in grants management: implementing the grant application intake, review, and approval and declination processes.
• Maintain PPA’s on-line grants management system (Foundant™)
• Set up new accounts in the grants management system
• Maintain foundation grant records, grantee payments and report requirements in Foundant™
• Provide assistance to grantees and applicants and process grant applications by reviewing online submissions for completeness.
• Affirm that grant activity and grant awards are accurate.
• Produce and distribute award and declination letters and grant checks
• Generate Word documents and Excel spreadsheets from Foundant™
• Ensure that grant reports are received and follow up with grantees when grant reports are delinquent
• Prepare summary lists as required and requested by the Executive Director and client foundations’ Boards of Directors
• Maintain required records for grantees, including paper and electronic files
• Maintain Grantee Tracking spreadsheet for forecasting for multi-year grants
• Update application and report forms when necessary
• Set up and conduct grantee and grant applicant site visits, both alone and with the ED
• Proofread grant recommendations

Administration

• Maintain client foundations’ websites and portals, and in concert with the PPA’s computer technical services provider, facilitate upgrades, additions, and changes
• Process, track, pay bills and reconcile bank account statements using QuickBooks
• Work with client foundation Boards and Executive Director to schedule Board meetings and prepare and distribute necessary supporting materials, including board books, meeting logistics and internal deadlines
• Attend board meetings, record meeting minutes and maintain official records and governing documents
• Forecast cash needs for client foundations in consultation with the Executive Director
• Provide reports on foundations’ expenses for the Executive Director
• Provide the necessary information and documents to the foundations’ accounting firms for preparation of tax returns
• Make any necessary quarterly federal tax payments by using the Federal tax online payment system (EFTPS)
• Provide general office support such as filing, copying, scanning, mailing, and answering telephone
• Archive documents when appropriate
• Undertake other general administrative duties as assigned

Requirements

• Qualifications, Skills and Competencies
• Bachelor’s degree
• Experience in philanthropy and/or the nonprofit sector preferred.
• Attention to detail
• Self-motivated, flexible and dependable, with the ability to work independently with as well as with a team
• Excellent communication, problem-solving, organizational, and interpersonal skills
• Sense of humor
• Skilled with Microsoft Office and database programs.
• Knowledge of Foundant™ grantmaking software (preferred) or other grants management software
• Basic bookkeeping skills using QuickBooks
• Ability to communicate technical, budgetary and program details to grantees and applicants

Terms

• 28 hours a week -flexible schedule
• Salary range: $44,000-$46,500
• Two weeks’ paid vacation first two years, increasing to three weeks thereafter
• 11 paid holidays

To apply: Prospective candidates should submit electronically materials consisting of a letter of interest, a resume, and the contact information for two individuals who have firsthand knowledge of the applicant’s professional abilities. References will not be contacted without prior notification of candidates. Submit materials to Daphne Rowe at drowe@pembrokephilanthropy.net.

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