Grants Associate (BFF)

Bainum Family Foundation, Bethesda, MD

Internal Job Level: Associate

FLSA Status: Exempt           

Supervisory Responsibilities: None        

Reporting To Title: Grants Manager                                                                                                          


The Grants Associate is the Foundation’s liaison between grantees and the internal program and finance staff.  He/she monitors reporting schedules, deadlines and requirements to ensure consistent grant processing. The Grants Associate also provides administrative assistance to the Grants Manager, Sr. Manager and Director of Grants, Meetings & Events.  The Grants Associate serves as an ambassador for best practices in managing the Foundation’s grant portfolio.

The Foundation structures our work through a portfolio of interconnected initiatives. All staff play a role in connecting and synthesizing knowledge across teams to further the Foundations’ Mission and Vision. Therefore, this person may be assigned to any of the Foundation’s initiatives based on initiative cycles and evolving organizational needs.                                                                                                  


  • Maintain program data entry, data integrity and data management in the GIFTs database.
  • Prepare and provide monthly requirement reports from the GIFTS database on Foundation’s full portfolio.
  • Provide technical support for all internal and external users of  GIFTS database.
  • Maintain grants files in both the GIFTs database and electronic copies.
  • Process accounts payable, award payments for family, staff and board of directors and reimbursements.                                 
  • Ensure that all processes comply with legal, auditing, Foundation and IRS requirements.
  • Provide administrative support: filing, data entry, telephone support, expense reports, American Express reconciliation, meeting/training planning and preparation of materials for a variety of funding initiatives and committee meetings.
  • Coordinate site visits and some administrative aspects of collaborative work among the Foundation, grantees and other external partners.
  • Collaborate with Communications department on maintaining the Grants section of the Bainum Family Foundation website and social media efforts.
  • Coordinate all Family philanthropy and communicate with Family members on annual giving.
  • Research and coordinate with the Director and grants team to implement grants management best practices by learning about other family foundations through conferences and user groups.
  • Partner with internal program teams to improve internal processes.
  • Provide grants administration for all grants via the Donor Advised Funds at the Community Foundation for the National Capital Region.
  • Assist Meetings & Events Manager with event preparation as needed.
  • Other duties as assigned.


The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Equivalent combinations of work experience and training that provide the required knowledge, skills and abilities will also be considered.                                             

  • College degree or equivalent training preferred; (3) years' administrative experience required.
  • Experience in grants management and non-profit work or any combination of equivalent experience and training that provides the required knowledge, skills, and abilities.
  • Experience with GIFTS or comparable grants management database strongly preferred. 
  • Must be able to read, write and speak the English language at a college level, perform mathematical calculations required for the position and learn to interpret and comprehend company policies and procedures.
  • Ability to convey necessary information accurately, listen effectively, and ask questions when clarification is needed.
  • Can effectively cope with change and work independently.
  • Proficient collaborative, interpersonal, written and verbal communication skills.
  • Ability to complete projects accurately and within deadlines.
  • Ability to act with discretion regarding the work of a family foundation.


To perform the job and succeed at the Bainum Family Foundation, an individual should demonstrate the following competencies:

Nimble Learning:  Learns quickly when facing new situations or problems; is a relentless and versatile learner; enjoys the challenge of unfamiliar tasks; quickly grasps the essence of the underlying structure of anything; open to change, analyzes both success and failures for clues to improvement. 

Plans and Aligns:  Sets objectives to align with broader organizational goals; breaks down objectives into appropriate initiatives and actions; stages activities with relevant milestones and schedules; anticipates and adjusts effective contingency plans.

Action Oriented:  Identifies and seizes new opportunities; readily takes on challenges without unnecessary guidance or planning; displays a can-do attitude in good and bad times; steps up to handle tough issues.

Collaborates: Works cooperatively with others across the organization to achieve shared objectives; represents their own interests while being fair to others and their ideas; partners with others to get work done; credits others for their contributions and commitments; gains trust and support of others.

Resourcefulness: Appropriately leverages resources (people, funding, material, support) to accomplish goals and objectives; orchestrates multiple activities simultaneously to get things done; gets the most out of limited resources; applies knowledge of internal structures, processes, and cultures to resourcing efforts.

Manages Conflict: Steps up to conflicts, seeing them as opportunities; works out tough agreements and settles disputes equitably; facilitates breakthroughs by integrating diverse views and finding common ground or acceptable alternatives; settles differences in productive ways with minimum noise.

Customer Focus:  Dedicated to meeting expectations and requirements of internal and external customers; gets first-hand customer information and uses it for improvements in products and services; acts with customers in mind; establishes and maintains effective relationships with customers and gains their trust and respect. 

Demonstrates Self-Awareness:  Reflects on activities and impact on others; Knows personal strengths, weaknesses, opportunities and limits; proactively seeks feedback without becoming defensive; is open to criticism and talks about shortcomings; admits mistakes and gains insights from experiences.

Self-Development: Shows personal commitment and takes action to continuously improve; accepts assignments that broaden capabilities; learns from new experiences, from others, and from structured learning; makes the most out of available development resources.

Bainum Family Foundation Culture:  Is collaborative and supportive with others. Treats all partners with respect and professionalism.  Adopts a constructive approach towards workplace conflict. Is open to feedback. Embraces, and acts in a manner consistent with, the Bainum Family Foundation Mission, Vision, and Core Values.

PHYSICAL DEMANDS:  The physical demands described below are representative of the requirements by an employee for successful perform of the essential functions of this job.  Reasonable accommodations may occur to enable individuals with disabilities to perform the essential functions.                                 

While performing the duties of this job, the employee may regularly be required to talk and hear.  The employee is frequently required to sit and use hands.  The employee is occasionally required to stand and walk.  The employee may be required to lift and/or move up to 25 pounds.

WORK ENVIRONMENT:  The work environment described below is representative of what an employee may encounter while performing the duties of this job.  Reasonable accommodations may occur to enable individuals with disabilities to perform the essential functions.               

The work environment is that which is typical of an office/classroom setting.  The noise level in the work environment is usually moderately noisy.      


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