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Grant Administrator

By September 7, 2023September 13th, 2023No Comments

Grant Administrator – Donor & Community Engagement

Salary Range: $50,000 – $60,000

POSITION SUMMARY:

The Orange County Community Foundation (OCCF) is seeking a team player who is highly organized, detailed oriented with strong customer service and a passion to serve the community. This position is primarily responsible for supporting the Donor & Community Engagement department with grantmaking functions. This position supports the foundation’s grant and program activities, scholarships, data entry, quality assurance and reporting. The Grants Administrator works as part of the Donor & Community Engagement team, reporting to the Director of Donor & Community Engagement.

ABOUT ORANGE COUNTY COMMUNITY FOUNDATION:
The Orange County Community Foundation combines giving strategy, community intelligence, enduring relationships, and heartfelt intention to amplify the power of giving and its profound result: greater good in Orange County, and beyond. We serve as a resource for individual and family philanthropists, facilitate grant and scholarship programs, and lead community-based initiatives. We inspire giving and connect people and resources to create sustainable impact, granting $975 million since 1989 in Orange County, across the country, and around the world.

OCCF’s team is an innovative, mission-driven group focused on recognizing promise, convening key players, and applying our unique capabilities to create momentum for good, together. As trusted, strategic advisors, we promote stronger connections, encourage generosity, and provide exactly what is needed to fuel growth and guide good. We are tenaciously committed to ensuring that our donors, non-profit partners, and beneficiaries feel truly understood. Deeply listening, investing time and energy conducting rigorous research, and fostering close personal relationships is how we cultivate understanding at every step.

Our mission is to transform our community’s heartfelt intention into greater impact for good.

RESPONSIBILITIES:

Grant Administration

  • Process grants for private foundation donor advised funds, OCCF competitive grant programs and board discretionary grants.
  • Process international grants, including completing due diligence and ensuring successful processing of international wire transfers.
  • Manage reporting process for grants administered for private foundation donor advised funds, including notification of review due dates and instructions, following up on late reports and putting together report of reports for donors as required.
  • Resource for nonprofits of private foundation donor advised funds for any questions on grant agreements, reporting guidelines and or requested changes to objectives set in proposals.
  • Responsible for exercising proper due diligence, data entry, document processing, check preparation and mailings for weekly disbursements.
  • Conduct basic background research on grantees to ensure disbursements are compliant with IRS restrictions and foundation policy.
  • Provide post-disbursement assistance to grant recipients as needed.
  • Provide administrative support for grantmaking, including grant backup paperwork and filing.
  • Maintain accurate grant and nonprofit records in OCCF database (Salesforce).
  • Coordinate with Finance Department to ensure timely disbursements and accurate accounting.
  • Review grant proposals and participate in grant review committee meetings.

Scholarship Administration

  • Update scholarship related documents on a yearly basis (fund guidelines/exhibits, revise contracts, award agreements, and related material as necessary)
  • Due Diligence of student documents including applications, transcripts etc.
  • Coordinate with donors, nonprofit organizations, and education institutions to confirm award amounts and scholarship program operations and availability.
  • Manage Student/University correspondence.
  • Prepare and distribute award declination letters.
  • Process scholarship invoices and award payments to ensure proper authorization and availability of funds.
  • Process checks and create and maintain corresponding documents including grant back up documents.
  • Create quarterly accrual lists for finance and assist with reconciliation.
  • Support promotion strategy of scholarships to increase the number of qualifying scholarship applications and promote awareness of scholarship opportunities.
  • Create various reports as needed for donors and OCCF staff containing performance measurement data as well as other research.
  • Attend scholarship events as needed.

Nonprofit Central Administration

  • Manage Nonprofit Central database processes and operations.
    • Conduct due diligence for new nonprofits requesting a profile.
    • Act as a liaison for nonprofits that are requesting, completing, or renewing their profiles.
    • Manage the approval and renewal process for Nonprofit Central profiles.
    • Conduct outreach and communication with nonprofits regarding the status of their profiles
    • Run queries, prepare reports, troubleshoot, and implement quality assurance procedures.
  • Review content of material provided by nonprofits for their profiles ensuring all required fields are complete and back up financial information is uploaded (990s, tax determination letters etc.). Upload 990s and financial history through the GiveGab platform for all profiles as they are being approved or renewed.
  • Communicate with nonprofits during the approval and renewal process with constructive feedback, profile previews and notice of publication &renewals.
  • Audit Nonprofit Central to confirm nonprofits’ approval status and eligibility to participate in OCCF competitive grant programs and giving days.  Communicate with nonprofits regarding status and requirements to get their profile approved or renewed in order to receive a grant from a competitive grant program or participate in a giving day.
  • Monitor ocnonprofitcentral@oc-cf.org inbox.
  • Attend bi-weekly GiveGab meetings.

Administration

  • Coordinate, prepare and lead monthly fund management meetings including scheduling, agendas, meeting materials, minutes and tracking follow up items.
  • Ensure that all follow-up activities and documents are completed in a timely manner, are accurate and error free.
  • Assist with management and maintenance of donor records and nonprofit records in Salesforce as they have to do with nonprofits, donors, and grant administration.

MINIMUM QUALIFICATIONS & EXPERIENCE:

Education

  • Four-year college degree or equivalent in related field

 Experience

  • 3-5 years of related experience as a Grant Administrator, Project Manager, or Executive Assistant in a non-profit organization, and/or training and skills development; or equivalent combination of education and experience.
  • Superior interpersonal, verbal, and written communication skills
  • Superior organization, time management, math skills, and attention to detail
  • Strong donor stewardship skills and commitment to quality and results
  • Ability to handle multiple deadlines simultaneously, set priorities, and manage time effectively within strict deadlines
  • Team player who is a self-starter needing minimum supervision
  • Computer and internet literate with strong Microsoft Outlook and Excel skills, and experience with database management is required. Exposure to grants administration software (Salesforce, Raiser’s Edge and GrantedGE) is preferred.

COMPENSATION & BENEFITS:

The ability to work for an organization with a phenomenal mission, positive team-oriented work environment, a competitive salary (salary range is $50,000-$60,000 and will be commensurate with experience) as well as incredible benefits including Medical, Dental & Vision, 403(b) retirement plan with automatic contribution by the organization, 2 weeks of vacation, 2 weeks of PSL, 10 annual paid holidays and the opportunity for a 9/80 work schedule. Position will have the opportunity to work from home one day per week.

TO APPLY:
For immediate consideration, please apply with your resume and cover letter, formatted in Microsoft Word, via: careers@oc-cf.org to the attention of Lynette Miller, Director of People and Culture.

Review of applications, nominations, and expressions of interest will begin immediately and continue on a confidential basis until an appointment is made. The deadline to apply is October 13, 2023.

WORK LOCATION: (Position not available for remote work)
19200 Von Karman Ave., Suite 700
Irvine, CA 92612

Orange County Community Foundation is an Equal Opportunity Employer and encourages diversity and equity in all facets of the organization’s work. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status, or any other protected class.