Grants Database Manager & Administrative Assistant

The Arthur Vining Davis Foundations - Jacksonville, FL


Grounded in Arthur Vining Davis’ principled and innovative leadership in national corporate life and philanthropy, The Arthur Vining Davis Foundations (AVDF) strengthen America’s intellectual life, humane instincts and democracy through philanthropic support for private higher education; interfaith leadership and religious literacy; public educational media; environmental engagement, stewardship and solutions; and palliative care and end of life.

AVDF seeks an IT and Administrative Associate. This is full-time, permanent position that provides wide and varied administrative and organizational support across the AVDF team, including support to the Chief Operating Officer (COO), the Chief Financial Officer (CFO), and the Grants Manager. Reporting to the COO, this position will provide IT and administrative support to all aspects of the grant management process, the website, and some general financial and budget activities.

The IT and Administrative Associate will be part of a dedicated team that works together to advance the Foundations’ mission.


  • Assists the COO, Senior Program Officer, Senior Fellows and Grants Manager in all aspects of grants management, including technical support for the Foundations’ Fluxx grant portal, tracking grant and report submissions, ensuring documents from prospective and current grantees are recorded, and tracking communications, reports and deadlines.
  • Maintains and updates the content of AVDF website.
  • Supports the Grants Manager in providing assistance to current grantees and prospective grant partners at each stage of the grant application and administration process.
  • Aids Grants Manager in creating internal grant reports as requested by the President, COO and program staff and ensures reports are up-to-date and accurate.
  • Provides administrative support to the CFO in selected tasks related to financial management of the office and the grant process.
  • Provides day-to-day office administrative support, including answering telephone calls, responding to general e-mail requests, monitoring incoming and outgoing mail, and maintaining grant databases.
  • Helps coordinate conference calls, site visits, travel arrangements, and other scheduling logistics for the program staff.
  • Assists in coordinating meetings and events with trustees, grantees and other stakeholders and recording minutes as necessary.
  • Collaborates with staff to support the Foundations’ communication strategies, including the use of the internet and social media platforms.
  • Attends and provides support for grant review meetings.
  • Executes special projects and other duties as assigned.


  • Bachelor’s degree from a 4-year college or university.
  • Complete understanding of the Windows platform.
  • Understanding of HTML 5; knowledge of business intelligence platforms; ability to learn how to work with a sophisticated grants management software and database.
  • Web development, content editing and publishing experience.
  • Highly motivated, resourceful team player.
  • Excellent organizational skills; and ability to manage and prioritize tasks and multiple projects simultaneously.
  • Strong analytical and problem-solving skills including some financial and budget experience.
  • A self-starter, with a strong work ethic.
  • Strong attention to detail and accuracy, with proven ability to meet deadlines.
  • Outstanding judgment and resourcefulness.
  • Strong communication skills; excellent writing and editing skills.
  • Exceptional interpersonal skills and the ability to maintain professionalism, tact, and diplomacy in all situations.
  • Flexibility, sense of humor, and a positive attitude.
  • Exhibited leadership potential.

Application Deadline and Expected Start Date and Term

Applications must be received no later than close of business on Friday, September 28, 2018.

Job Type: Full-time

Salary: $35,000.00 to $40,000.00 /year


  • Administrative Support: 1 year (Preferred)