Administrative Partner, Programs

Marguerite Casey Foundation
Published
September 16, 2020
Location
Seattle, WA
Category
Job Type

Description

SUMMARY: The Programs Administrative Partner is responsible for the day-to-day administrative operations of the Marguerite Casey Foundation’s Programs team, particularly relating to grants and events management. This position reports to the Grants and Events Manager.

LOCATION: Seattle, WA (All staff members are currently working from home as a result of the current COVID-19 pandemic, and will be expected to return to reporting to our office in Downtown Seattle when it is deemed safe to do so again)

RESPONSIBILITIES AND DUTIES

Database Management

  • Maintains accuracy and completeness of each contact, grant, and organizational records in database;

  • Works directly with Grants Manager and grants management software vendor to enhance, streamline, and improve grants processes

  • Improves the functionality in the grants management system

  • Works with foundation IT Manager to maintain software

Logistics Support

  • Supports meeting logistics for both on-site and off-site meetings, including but not limited to arranging catering services as needed, travel arrangements, and preparing meeting materials

  • Assists with virtual meeting planning and execution, helping to build agendas and identify action items

  • Manages events invitation and registration lists

Grants Support

  • Serves as primary point of contact for applicants and grant recipients who need assistance in utilizing the Foundation’s grants management system for submission of applications and financial documents;

  • Supports Grants Manager with administrative tasks related to compliance, contacts, financials, generating and processing grant documents, agreements and payments.

  • Verifies applicant and grantee funding eligibility by conducting research into grantee financials and governance

  • Assists in processing matching gifts, sponsorships and memberships, and awards

  • Monitors Grants admin email inbox and replies promptly to any questions

  • Supports in audit preparation as needed by identifying documents for the Finance team

SKILLS AND QUALITIES

  • At least five years of experience in administrative support. Nonprofit experience and/or philanthropy experience preferred

  • Excellent organizational and time management skills

  • Proven attention to detail

  • Ability to juggle multiple projects and work independently, as well as with others, in a collaborative, often fast-paced, team environment

  • Excellent customer service skills with emphasis on respectful and tactful communications

  • Strong interpersonal skills, tolerance, flexibility, and humor

  • Excellent oral and written communication skills

  • Strong information technology skills, including proven advanced experience with G-Suite and SmartSimple or similar grants database programs

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