Grants Associate

About Us

Founded in 1998, the Neubauer Family Foundation (NFF) invests in people and data-driven, evidence-based initiatives designed to achieve transformational impact. Philanthropic priorities include: strategic investments in Philadelphia’s school system and community safety initiatives, innovative leadership of arts and cultural organizations, institutions of higher learning, and advancing new opportunities for Arab-Israelis to participate in Israel’s high-prestige scientific revolution. NFF partners with organizations and institutions that have sound vision, fiscal discipline, coherent implementation plans, and metrics to assess progress.

Position Summary

This role performs all activities required to execute and manage grants and contracts (from pre-proposal through closure) to ensure high-quality stewardship of the Neubauer Family Foundation’s funds. The Grants Associate reports to the Director of Operations.

Functions

Responsible for end-to-end handling of grants workflows, this position’s essential functions include but are not limited to the following:

• Review and analyze grant proposal narratives, budgets, and other supporting materials to ensure adherence to NFF’s policies and procedures, compliance with IRS guidelines, and alignment with industry best practices.
• Prepare grant agreements, gift letters, grant modifications, and contracts; follow protocols to execute and award grants, gifts, and contracts.
• Review and/or conduct due diligence on prospective grantee organizations, screening for legal, financial, and program requirements as well as operational and reputational risk.
• Monitor grants in progress and review grants that have completed their active period to determine if requirements are met.
• Prepare and manage grant recissions.
• Ensure grantee information as well as grant details and requirements are accurately maintained in the grants management system and related files.
• Execute protocols to ensure timely and accurate grantee payments.
• Prepare and send transmittal notifications to grantees in advance of payment.
• Reconcile payments for Operations and Accounting.
• Provide GMS troubleshooting and technical assistance to NFF staff and grantees as needed.
• Pull, validate, and analyze data as needed for grants management and reporting activities, including payment projections.
• Collaborate on system and process improvement projects, including understanding business requirements and best practices, supporting change management, and creating documentation.
• Prepare written and other materials that summarize grantmaking issues and decisions for consideration, including renewals of annual giving.
• Help develop and implement policies, procedures, and special projects responsive to the needs of the Foundation, ensuring compliance with organizational and legal standards.
• Work closely with team on the design, migration, and implementation of a new GMS.
• Additional duties as assigned.

Skills & Experience

The ideal candidate will possess the following experience and competencies:

• Bachelor’s degree in a related field.
• 2+ years’ experience in grants administration/management or related role.
• Knowledge of IRS rules applicable to private foundations and clear understanding of/ability to learn compliance topics and best practices.
• Demonstrated analytical skills, including the ability to evaluate organization budgets and finances.
• Proficiency with spreadsheets, databases, and grants management systems (Salesforce and SmartSimple preferred).
• Highly organized and detail-oriented, with strong problem-solving skills and ability to meet deadlines.
• Excellent written and oral communication skills; able to communicate effectively with internal and external audiences.
• High level of personal/professional integrity and ethics.
• Proven ability to meet competing priorities and thrive in a fast-paced setting.
• Flexible and adept in understanding and responding to evolving needs.
• Experience understanding complex information and simplifying it for different audiences.
• Professional, collaborative, responsive/service-oriented, and outcomes-focused with an ability to foster strong working relationships.

This is a full-time, in-person (no remote work) position based in Philadelphia, PA.

Please see job posting on Idealist to submit cover letter and resume.