Career Opportunity: Grants Assistant

10 Jun 2021

Full-Time, Non-Exempt

The Pew Center for Arts & Heritage (the Center) is a multidisciplinary grantmaker and hub for knowledge-sharing, dedicated to fostering a vibrant cultural community in Greater Philadelphia. The Center invests in ambitious, imaginative projects that showcase the region’s cultural vitality and enhance public life, and we engage in an ongoing exchange of ideas concerning artistic and interpretive practice with a broad network of cultural practitioners and leaders. The Center is funded by The Pew Charitable Trusts and administered by The University of the Arts, Philadelphia. 

The Center is committed to an equitable, diverse, and inclusive workplace. We employ a staff of talented, motivated individuals with experience and interest in the nonprofit and/or arts and culture sectors. 

Position Description

This position reports to the Center’s Grants Manager (GM) and Chief Administrative Officer (CAO) and works with staff to help support the grantmaking processes of the Center. The Grants Assistant facilitates the work of the Center’s Grants Manager (GM) by providing logistical support to—

  • provide day-to-day coordination for grants administrative operations including preparation and processing of contracts and reports for awarded grants. 
  • deliver technical support in response to grantee inquires, careful analysis and reconciliation of Center-funded project expenses to ensure that payments, contracts, and reports are completed accurately and processed in a timely matter. 
  • maintain optimized workflows for grants administrative processes to support the Center's evolving needs. 
  • communicate with grantees, consultants, and other Center staff, while upholding the standards for a professional, responsive, and problem-solving oriented grant management process.

Responsibilities

Contracting
Assist GM in annually creating contracts and schedules for new grants which includes drafting project deliverables and timelines, budget modifications, and reporting and payment schedules. Expedite initial payment and contracting phase by distributing and collecting contracts for revisions and signatures in a timely manner. Secure first payment requirements such as project liability insurance certificates from grantees.  

Reporting
Receive and document requests from grantees regarding changes to project budgets or timelines, delegating such requests to GM for direction, feedback, or approval. Regularly correspond with grantees to answer frequently asked questions, keeping GM apprised of these communications. 

Track reporting schedules, issuing reminders to GM and grantees on the status of reports outstanding and reports due. Send inquiries to assure the submission of any outstanding reporting materials, elevating issues as necessary to GM.

Receive and process grantee interim and final reports, which includes analyzing and evaluating financial reports for correct calculation of grant expenditure categories such as Honoraria, Production, and Travel. Manage the reconciliation of select proof-of-payment documentation to make sure grantee’s receipts align with reported expenses. Correspond with grantees to secure missing receipts or clarify report content. Provide grantees with technical assistance and instruction for using report forms and submitting report materials.

In collaboration with GM, create and disperse reporting guidelines and instructions to grantees, as well as coordinate annual reporting instructional sessions for new grantees.

General Grants Maintenance
Respond to requests from financial and executive staff or program directors on the status of particular grants. Regularly notify financial staff of any significant changes to grant payment schedules. Submit check requests and coordinate payment information from grantees for payments. Track and provide CAO monthly forecasts of upcoming grant disbursements. 

Meet with GM on a weekly basis to discuss the status of open grants and draft updates for executive staff and program directors. Assist GM in implementing software/systems that support grants management. 

Receive and alert GM, program, and communications staff of grantee event updates. Maintain Centerwide events tracking system. Track and record grantee attendance metrics. Coordinate with communications staff on receiving and tracking grant documentation and marketing materials.

Organizes all electronic and hardcopy grant files in accordance with the Center's archive and retention policy. 

You may have significant involvement in other relevant administrative special projects and duties as required. 

Requirements

To be selected, you’ll need an Associate’s or Bachelor’s Degree or its equivalent with at least three years of full-time administrative work experience in a comparable position. High proficiency and comfort with the use of Microsoft Excel or the ability to quickly learn such platforms is a must. Intermediate experience with Microsoft Word and Outlook is required. Knowledge of PowerPoint basics or comparable presentation programs is preferred. 

You’ll need to be a systematic thinker with superior organizational skills and proven success in creating and maintaining efficient administrative processes. The job requires effective interpersonal skills to successfully interact with the Center’s constituency, fellow staff, and external consultants. You must be skilled in analyzing information and situations to define the problem or objective, identify relevant factors, formulate logical and objective conclusions, and recognize alternatives and their implications. 

You will be expected to work independently and as a team member. You’ll need to prioritize multiple projects in a busy environment accurately, efficiently, and with a high level of attention to detail, balancing and satisfying competing deadlines and personalities, maintaining professionalism under pressure and in sensitive and difficult situations. Respect for the needs and issues of non-profit organizations and artists is required, while clearly understanding the appropriate boundaries between Center staff and its constituents. You’ll need the ability to exercise a high level of discretion and confidentiality in interactions with both internal and external people concerning all work-related information, and with understanding of the Center’s unique relationship to The Pew Charitable Trusts. You must be able to tolerate paperwork and respect administrative procedures while remaining flexible and resilient. You must have the ability to know when to ask questions and when to take initiative. And you must be able to learn quickly and have the willingness to assume tasks as needed. 

Applicants who are practicing artists should note that in order to prevent conflict of interest or the appearance thereof, the Center has a Code of Ethics that may limit artistic and cultural practice within our grantmaking region, and when collaborating outside the region with Center grantees.

To Apply

Interested, qualified applicants should please email the following materials to jobs@uarts.edu:

  • A cover letter stating your interest in the position
  • A resume or CV
  • Please ensure the job title is in the subject line of the email

THE UNIVERSITY OF THE ARTS IS AN EQUAL OPPORTUNITY EMPLOYER.