Grants Management Assistant

The Ford Family Foundation - Roseburg, OR5.0

The Ford Family Foundation
Career Opportunity Posting

Grants Management Assistant
(Roseburg Office)

Purpose and Background
The Grants Management Assistant provides administrative support to the Grants Management department in overseeing the electronic grants application process, aiding in the distribution of grant funds, tracking grantee reporting requirements and monitoring programmatic contracts. The assistant is a member of the Foundation’s administrative support team.

This position requires interaction with other Foundation staff, grant applicants and award grantees and reports directly to the Grants Manager.

This position is located at the Foundation headquarters in Roseburg and is required to occasionally travel and work outside normal business hours. This is a full time, hourly non-exempt position. The hourly wage is $15.00 per hour and the Foundation provides a generous benefit package including health and dental insurances, paid time off, holidays and retirement.

Summary of Essential Functions
  • Primary point of contact for Grants Management customer service and general grant inquiries
  • Performs initial due diligence on grant applications received via online database and routes to appropriate program teams for review
  • Generates grant documentation; agreements for review by Grants Management Associate or decline communications
  • Monitors active grants in database; reviews reports, payments approaching, follow up or technical assistance to grantees, closes grants and forwards communications to grantees
  • Supports Grants team with grant payment process; generates grantee letters and mails checks or helps facilitate ACH payments for grantees
  • Provides support to program teams and officers by monitoring grant meeting date assignments and supporting the Foundation’s RFP process with invitation and applicant assistance
  • Provides primary support for Grants team with calendaring appointments, making travel and accommodation arrangements and reconciles monthly expense reports through a web-based program
  • Assists Foundation staff with front-line customer service and reception desk coverage when scheduled
  • Participates in support staff meetings and as needed in special projects Foundation wide and any other tasks and duties as assigned
Candidate Profile
This position requires exceptional organizational and communication skills, attention to detail, teamwork and collaboration, ability to manage multiple priorities, comfort working in an adaptive and fast-paced work environment and the ability to be flexible and adjust quickly to new tasks and assignments while supporting multiple people and organizational areas. The candidate should have excellent listening skills and be profoundly inclusive and relationship driven. This position requires working full time at a computer; providing customer service and data input.

Organizational Background
The mission of The Ford Family Foundation is “successful citizens and vital rural communities.” The Foundation is based in Roseburg, Oregon, and works throughout rural Oregon and Siskiyou County, Calif. The Foundation also has an office in Eugene that houses a scholarship program supporting students attending college or university and community-based Field Coordinators in Oregon and Siskiyou County, Calif. The Foundation also provides grants and other assistance to communities and organizations. Focus areas include children, education, arts, community building and economic vitality.

The Foundation was created in 1957 by the late Kenneth W. Ford, founder of Roseburg Forest Products Co., and Hallie E. Ford. Grants were made annually to charitable organizations in three core counties where the mills were located – Douglas and Coos counties in Oregon, and Siskiyou County, Calif. Currently, the Foundation employs 42 staff members.

Applications with cover letter and resume are due: March 6, 2019, 5:00 pm.

Required Competencies and Skills
  • Minimum 3 years data entry/processing experience with a complex database system
  • Minimum 3 years of support experience in a multi-task, process and deadline oriented environment; customer service based experience in an office setting preferred, banking or financial background helpful
  • High school diploma, or GED equivalent, with related work experience required
  • Flexibility and adaptability in a role (and on a team) that are dynamic and evolving; willingness and ability to “wear multiple hats” and cheerfully do whatever is needed to help the team. Humility, empathy, self-awareness and a sense of humor beneficial in team environment
  • Strong interpersonal and verbal skills; a professional, friendly and respectful communication style; polite in person, on the phone and through email; professional appearance and manner
  • Experience with Microsoft Suite: Outlook calendars and email, Word and Excel
  • Familiarity with network-based computer file management, databases and data management; willingness and aptitude to become proficient with the Foundation’s grants management software programs; experience with DocuSign helpful
  • Ability to plan workflow, prioritize and meet deadlines; acute attention to details and accuracy on tasks with overlapping deadlines
  • Sound judgment when performing and planning tasks
  • Ability to work effectively with others in a highly collaborative work environment taking direction from the supervisor and supporting others within the organization
  • Willingness to attend training opportunities to expand skills and competencies for increasing job responsibility effectiveness (may include travel outside of the state)
Physical Demands of Job Duties and Work Environment
The physical demands described here are representative of those that must be met to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk and hear. This position, which is full time computer-based work, requires sitting, keyboarding, standing and walking along with some bending, kneeling, stooping, and reaching. The employee would rarely lift or move items over 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. While performing duties of this job, the employee is exposed to a normal office type environment with some exposure to the outside environment. This position is rarely exposed to dust, odors, water, fumes and noise. Work is performed in a safety-conscious manner at all times. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.