Department Administrator, Grants Management (MF)

The Grants Management department partners with program teams to maximize the effectiveness and impact of MacArthur’s grantmaking. Grants Management works to continuously improve the Foundation’s grant operations and processes, advises on best grantmaking practices including compliance-related concerns, and manages grantmaking data and information in support of a learning culture and improved grantmaking.

The Department Administrator is a skilled administrative professional. The Administrator supports the Director, Grants Management as s/he sets the priorities for, and oversees the operations of, the Foundation’s Grants Management department. The Administrator is responsible for ensuring the smooth, efficient and effective flow of administrative tasks and activities for the department.

Job Description

Essential Duties and Responsibilities:

Assistance to the Director

  • Is responsible for scheduling for the Director
  • Works closely with Director to anticipate needs, and proactively solve problems
  • Understands Director’s priorities as well the department’s strategic objectives; uses this information to make appropriate decisions
  • Provides support to substantive projects based on skills and availability


  • Performs and manages administrative tasks for members of the Grants Management department, as requested by the Director
  • Diplomatically liaises with other departments; maintains lists of the department’s priorities and creates agendas for intra- and inter-departmental standing meetings
  • Prepares and monitors the department’s administrative budget with the Director of Grants Management; serves as the department’s Budget Administrator
  • Processes contracts and invoices for the department
  • Acts as a liaison with the Travel staff; plans and books travel for members of the Grants Management department
  • Serves as liaison with the Meeting Planning and Events staff; manages events hosted by the Grants Management department

Grants Management

  • Compiles and produces the Foundation’s quarterly schedule of internal grant reviews and approvals
  • Provides staff and grantees with access to the grants management system (GMS) and disables access as needed
  • Does routine data entry for the GMS and other databases maintained by the department
  • Performs other duties as assigned


  • Bachelor’s degree preferred
  • Experience supporting executives or high-level managers
  • Good judgement and ability to prioritize
  • Strong verbal and written communication skills
  • Project management skills and budget-related experience 
  • Skilled in managing multiple calendars
  • Resourceful; ability to problem solve
  • Highly proficient in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook); willingness to learn new technology and programs
  • Interest in philanthropy or grantmaking; authentic desire to support the work of the Grants Management department

To Apply

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