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Office and Grants Administrator

Richard and Susan Smith Family Foundation
Job Title: Office and Grants Administrator
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December 31st, 2017
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General Description of the Role

The Office and Grants Administrator will manage the day-to-day operations of a small office (5 employees) and perform administrative functions related to the effective management of Smith Family Foundation grant programs. Responsibilities include, but are not limited to, providing reception and general office support, providing administrative/clerical support to the Executive Director, Board Chair, and program staff, and the maintenance and optimization of the Foundation’s grants management database.

Specific Duties and Accountabilities

Office Administration

  • Provide administrative/clerical support to the Executive Director, Board Chair, and Program Staff;
  • Open, sort, and route all incoming correspondence and process outgoing mail;
  • Purchase and track all officesupplies; manage all vendor and building-management relationships
  • Create and maintain a welcoming environment for staff, Trustees, and guests of the Foundation; answertransfercalls,greetvisitors in a professional manner
  • Plan and arrange logistics for all meetings of the Foundation’s Board, Committees, Board Chair, and staff; includes food and beverage ordering, set-up, break down, and clean up;
  • Schedule Foundation Board, Committee and other meetings of the Foundation; maintain organizational calendar and contact list;
  • Prepare Board of Trustees and Committee Meetingmaterials;
  • Prepare concise, accurate and timely minutes of key Foundation meetings;
  • Answer routine inquiries about the Foundation’s grantmaking programs and priorities, including deadlines, guidelines and proposal review process; field general inquiries via phone and email and route communication to appropriate staff;
  • Assist the Executive Director, Board Chair, and Foundation staff with special projects as needed.

Grants Administration

  • Take primary responsibility for the timely processing of approved grants after each Board meeting using the grants management database, to include requesting checks, preparing initial drafts of cover letters and grant agreements for Executive Director/Program Officer review, and generating transmittal and funds acknowledgment letters;
  • Take the lead in ensuring the accuracy and completeness of each organizational and grant record; upload, purge, maintain, and archive electronic and paper files of all grant documents;
  • Serve as primary point of contact for applicants and grantees who need assistance in utilizing the Foundation’s grants management system for submission of applications and reports;
  • Track grantee payments and reports due, sending reminders to grantees and program staff as needed; confirm application and reporting materials are complete when submitted;
  • Verify applicant and grantee funding eligibility; provide other support to program staff as needed such as analyzing applicant/grantee financial reports and compiling and analyzing grantee performance data;
  • Pull and analyze reports from the database for Executive Director and program staff to review (e.g. upcoming payments, grantee reports due, disbursements by year, geography, or grant program); and
  • Work to enhance, streamline, and improve grants management processes, improve the functionality and user-friendliness of the grants management system, and increase efficiency in the use of staff time. 

Qualifications and Education

  • Advanced computer and office skills required, including Microsoft Outlook, Word, Excel, and PowerPoint.
  • Knowledge of database systems required; familiarity with grants management systems strongly preferred.
  • Exceptional communication skills required, both written and oral.
  • Minimum of 5 years professional office experience or equivalent preferred.
  • Bachelor’s degree or equivalent experience required.

Other Skills and Abilities

Strong documentation skills and close attention to detail and accuracy. Ability to work without supervision in a small office environment. Ability to take initiative and complete project assignments independently and on‐time. Ability to multi-task and manage time well. A professional and welcoming demeanor both in person and on the telephone. Ability to maintain high degree of discretion and confidentiality. Personal qualities of integrity, strong work ethic, and dedication to the mission of the Foundation.


Compensation will be commensurate with experience; a comprehensive benefits package is provided.


Cover letters and resumes should be addressed to Lynne Doblin, Executive Director, Richard and Susan Smith Family Foundation, Suite 104, One Newton Executive Park, Newton, MA 02462 and sent electronically to info@smithfamilyfoundation.net.  No phone calls please.

The Smith Family Foundation is an equal opportunity employer. 

133 Federal Street, Suite 802 | Boston, MA 02110
Phone: 617.426.2606 | Fax: 617.426.2849
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