Grants Associate

position description

The Leona M. and Harry B. Helmsley Charitable Trust (“Helmsley”) is a global philanthropy driven by a vision of building better futures for people by increasing access to healthcare, advancing new research and ideas, and improving the quality of everyday life. Helmsley strives to make a meaningful impact in its focus areas, matching its significant financial assets with a rigorous and results-oriented approach. Helmsley is committed to close and productive partnerships with its grantees, as well as with other funders and impact players in government, academia, and the private sector who share its interests and goals. Above all, Helmsley endeavors to be forward-thinking in every aspect of its work and will take risks that others cannot or will not take when the risk/reward trade-off warrants.

Since 2008, when Helmsley began its active grantmaking, it has committed more than $4.5 billion. For more information on Helmsley, please visithttps://helmsleytrust.org/.

Position Summary

As a Grants Associate, you will be part of a team of fourteen dedicated employees in the Grants Management department and report to a Grants Manager. You will support the grantmaking administration of the New York City and Vulnerable Children in Sub-Saharan Africa programs. In addition to providing day-to-day support on program and operational grants, you will work on inter-departmental projects with colleagues across the organization (i.e., communications, technology, etc.), proactively identify and execute on big ideas to improve operations and foster excellent working relationships with a variety of stakeholders. As a role model and advocate for Helmsley’s philanthropic vision, you will embrace innovation and informed risk-taking, respecting and valuing the individual, pursuing collaborative solutions, and continuously learning and improving.

Essential Duties and Responsibilities

Grants Management

• Review grant applications submitted to your partner program for completeness and adherence to IRS requirements and internal grantmaking guidelines, for both domestic and international grants.
• Provide compliance-based review of budgets, financial statements, and progress reports in cooperation with the Grants Manager.
• Prepare all grant-related correspondence for review including grant agreements, payments, and reporting notifications. Manage any additional correspondence with grantees regarding grant materials, including providing technical assistance for use of Helmsley’s grantmaking system (Fluxx), Application items, budget issues, etc., as well as providing project management support about the application/grantmaking timeline and requirements.
• Facilitate grants payment process and ensure documentation of completed payments for grantees in your partner program’s portfolio.
• In cooperation with the Grants Manager, process grant reporting, modifications, terminations, and closures in the grants management system.

Internal Projects

• Lead cross-organizational work for the grants management department, which may require you to lead work from inception through implementation and includes change management work with internal and external audiences.
• Work collaboratively with colleagues across Helmsley to develop and support trust-wide initiatives, such as grantmaking process redesign, and advance Helmsley’s overall impact.

Data and Training

• Ensure the data integrity of Helmsley’s grantmaking in its foundation grantmaking system.
• Create and analyze reports on grant data for staff and external audiences.
• Develop training materials and maintain operating procedures for the department.
• Disseminate grants management knowledge and expertise to assist other Helmsley programs and departments in achieving their goals.

Desired Qualifications

Helmsley seeks an energetic team player who proactively solves problems and is willing to roll up their sleeves to get things done. The ideal candidate will have a drive to learn and grow through work on a variety of tasks. You must be resourceful and able to handle multiple assignments simultaneously and meet deadlines. A collaborative nature, customer-service orientation, attention to details, and sound judgment are also important characteristics. Knowledge of the nonprofit and/or philanthropic sector, foundation grantmaking systems (Fluxx), and experience with database management are highly desired.

• Bachelor’s degree or equivalent work experience
• Minimum of three years’ work experience in an administrative or support role
• Proficiency in Microsoft Office
• Attention to detail, strong work ethic, and drive to learn
• Excellent interpersonal, communication, and organizational skills
• Demonstrated ability to work effectively both independently and with a team
• Strong writing, grammar, proofreading, and editing ability
• Demonstrated experience in successfully working on multiple projects simultaneously

Salary, Health, Well-being, and Living Our Mission

Helmsley is dedicated to creating stronger, healthier futures for communities in the U.S. and around the world. Helmsley colleagues are intelligent, creative, forward thinking, and strongly committed to working productively with each other and with our grantee partners. Each was drawn to Helmsley by the same opportunity: to help build this young organization into a leading global charitable institution that will drive meaningful and measurable positive change in lives throughout the U.S. and around the world for years to come.

Helmsley is committed to offering competitive and equitable compensation commensurate with experience. The targeted starting salary range for this position is $97,000-$101,000.

Comprehensive benefits currently offered to employees (subject to change) include:

• Employer-paid medical, dental, and vision for employees and their families
• Generous 401(k) employer contribution
• Hybrid work schedule (up to two remote days a week)
• 23+ paid vacation and sick days
• 13+ paid holidays
• End of year office closure
• Summer Fridays
• Tuition reimbursement
• Personal and team professional development opportunities

Application instructions

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