Grants Associate

About the role

Apply Description The Harold Grinspoon Foundation (HGF) seeks a proactive, highly organized Grants Associate to play a key role in supporting the Foundation’s outgoing grantmaking for its three flagship programs: PJ Library, JCamp 180, and Life & Legacy and its local community grants in Western Massachusetts. Annually, HGF awards over $14 million in grants to organizations and individuals. This position coordinates essential activities throughout the grantmaking lifecycle, ensuring that applications, payments, data records, grantee and partner inquiries, and reporting are handled accurately, efficiently, and professionally. The Grants Associate serves as an important point of contact for internal teams, grantees, and external partners, helping deliver a service-oriented approach and organized grantmaking experience. The Grants Associate reports to the Grants Manager and is part of HGF’s Finance team that supports the Chief Financial Officer (CFO).

Requirements

• Responsibilities
• Coordinate Grant Administration
• · Manage day-to-day administrative activities across the grant lifecycle, from applicant invitations and application processing through final reporting and closeout.
• · Prepare and route grant agreements for signature, verify grantee eligibility and tax-exempt status, and track compliance with grant terms.
• · Coordinate applicant communications, grant requirements, deadlines, and follow-up on outstanding materials.
• · Partner with program teams to implement grant guidelines, application processes, and reporting requirements.
• · Prepare accurate, professional grant correspondence and maintain timely communication with applicants and grantees.
• Process Payments and Support Financial Tracking
• · Prepare, process, and monitor grant payment requests and disbursements, ensuring accuracy and timely execution.
• · Generate payment transmittal letters and coordinate the distribution of grant checks and electronic payments.
• · Maintain grant budget and expense tracking records, identify discrepancies, and coordinate resolution with the appropriate teams.
• · Collaborate with Grants and Accounting on financial reconciliations and related administrative projects.
• Maintain Data Integrity and Reporting
• · Maintain complete, accurate, and current grant records in Salesforce, including supporting documentation and key grant milestones.
• · Review grant data for completeness and consistency and resolve missing or inaccurate information.
• · Prepare recurring grant reports and data summaries for management and program teams.
• · Assist staff and grantees in navigating the grants management system and resolving routine system questions.
• Provide Operations and Administrative Support
• Serve as a responsive contact for grant-related inquiries, providing clear guidance and timely follow-through.
• Build effective working relationships with grantees, partner organizations, and internal stakeholders through professional, service-oriented communication.
• Support the Grants Manager and CFO on special projects and operational needs.
• Identify opportunities to streamline workflows, strengthen documentation, and improve the grantee experience.
• Qualifications
• The successful candidate is a resourceful, detail-oriented professional who takes ownership of their work, manages competing deadlines effectively, and approaches colleagues and grantees with warmth, discretion, and professionalism. They are comfortable working independently while contributing to a collaborative team and are motivated by HGF’s mission.
• At least two years of experience in administration, customer service, grants operations, or a related field.
• Excellent organizational skills, accuracy, and ability to manage multiple priorities and deadlines.
• Strong written and verbal communication skills, including the ability to prepare clear, polished correspondence.
• Demonstrated initiative, sound judgment, problem-solving ability, and commitment to responsive customer service.
• Ability to handle confidential and sensitive information with discretion.
• Intermediate proficiency in Microsoft Office, including Excel, Word, PowerPoint, and Outlook.

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