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Grants Administrator

Poughkeepsie, NY 12603

Posted: 05/28/24 Employment Type: Permanent Job Number: 15669 Pay Rate: 54,600

Job Description

Grants Administration
Location: Poughkeepsie
Salary: $54,600.00
Hours: 37.5hr work week Mon-Fri flexible start / stop time
Permanent Position


The Grants Administrator provides critical administrative, database, and programmatic support for our client and specifically the Programs Team, and its various internal and external stakeholders.

Reporting to the Vice President, Programs, the Grants Administrator performs a variety of programmatic and administrative tasks and ensures the smooth functioning of the Foundation’s grantmaking and scholarship programs.

The Grants Administrator supports our partners in navigating the Foundations’ grantmaking systems, and responds accurately and promptly to staff, fund advisor, donor, student, and grantee inquiries. In addition, the Grants Administrator performs coordination activities as needed, including event and meeting support, scheduling assistance, and recordkeeping.

The Grants Administrator ensures that work is carried out in accordance with the agency standards, policies and procedures and ensures the effective and efficient stewardship of resources.

The Grants Administrator commits to creating an inclusive atmosphere where differences are understood, valued, and respected, possessing the ability to work with diverse individuals and an enduring commitment to inclusion.

  • Bachelor’s degree or three or more years’ experience in nonprofit programs, database management, or grants administration and grant making required.
  • Advanced systems and database skills, especially knowledge and understanding of Foundant and Excel (or a willingness and ability to quickly get up to speed on both, as demonstrated by experience in another grants or database operating system; Raiser’s Edge, Fluxx, FIMS, and/or SalesForce, as examples)
  • Experience in implementing policies and procedures.
  • Ability to implement effective workflow processes and procedures.
  • Ability to think critically, act decisively, and synthesize program and operational issues.
  • Willingness to take initiative, high level of self-motivation and ease working independently or as part of a team.
  • Ability to juggle multiple competing priorities and consistently deliver.
  • Ability to independently bring tasks and projects to successful and timely resolution.
  • Ability to draw connections between what we do and how we do it and concern with the impact of the Foundations’ work.
  • Provide administrative support to the Program Team throughout database administration including weekly grant processing and the life cycle of each grant cycle/process processing. This includes building, collecting, and organizing applications, conducting basic due diligence, providing technical assistance to applicants and grantees, coordinating the review process, scheduling financial distributions, and grantee tracking.
  • Assist in administrative aspects of grant and scholarship flow and processing including:
    • Creating and updating grantee profiles and contacts in our database system (Foundant/ CSUITE, SLM, and GLM) and ensuring they are compliant and eligible to receive funds.
    • Entering and processing grants, scholarships, vouchers, and checks/ACH payments ensuring that all components of the records and grant notification communications meet legal and auditing requirements.
    • Preparing relevant grant docket materials for Executive Committee, Board, committees, staff, and other audiences.
    • Collaborating with the Program Team in developing grantmaking and scholarship procedures and materials, including applications, contracts, and reports.
    • Producing grant agreements and acceptance/denial templates/documents
    • Reviewing follow-up reports
    • Forwarding thank you notes and communications to committees and fund advisors
  • Act as a primary contact for potential grantees and students, answer basic questions about eligibility and timelines, fields technical inquiries about applications and refers to the Program Team as needed.
  • Prepare and manage logistics and materials for grant and scholarship committee meetings, grant application workshops, and program related community meetings and events, including room booking, set-up, and logistics.
  • Manage and oversee the scholarship process from beginning to end to streamline the Foundations’ scholarship portfolio including opening scholarship process, managing applications including distribution of materials to scholarship committees, scheduling of committees, providing direct support of committee process, and working existing donors to make more effective existing scholarship funds and processes. 
  • Manage all expense reporting of health-related grants awarded to provide emergency funds.
  • Website maintenance for program related content including updating scholarship and grant availability and resources.
  • Maintain confidentiality of Foundations’ affairs in communications, both written and oral, and assure such through appropriate filing and disposal of materials.
    • Assist with all aspects of the special events as requested.
  • Other duties and special projects as assigned.

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About Poughkeepsie, NY

Explore exciting job opportunities in and around Poughkeepsie, New York! Nestled in the heart of the picturesque Hudson Valley, Poughkeepsie offers a perfect blend of historic charm and modern amenities. With stunning views of the Hudson River, vibrant art galleries like the Barrett Art Center, and the renowned Bardavon Opera House hosting Broadway shows and performances, this area is a cultural hub waiting to be explored. Indulge in the local cuisine at popular eateries along Main Street or take a stroll through the scenic Walkway Over the Hudson State Historic Park. Don't miss out on the chance to advance your career in a region brimming with opportunity and character!