Grants and Management Assistant (MCT)

The Melville Charitable Trust is seeking an enthusiastic and highly-organized Grants and Management Assistant to join the largest foundation in the U.S. exclusively devoted to ending homelessness.

The Grants and Management Assistant oversees the Trust’s grants management system and provides administrative and office support to the organization. The Assistant will lead the effort to improve the effectiveness and efficiency of the Trust’s grants management system and processes, support the Executive Director, and coordinate board and staff meetings. The ideal candidate will have experience in the nonprofit and/or philanthropy fields and strong knowledge of database systems.

The Grants and Management Assistant reports to the Executive Director. The Assistant coordinates with all members of the Trust’s staff team, and works closely with the Vice President – Programs on grants management.

Specific Responsibilities Include

Grants Management (50%)

•                Manage the Trust’s grants management system (currently Salesforce), including maintaining data integrity and managing data reporting from the system.

•                Take the lead in working with program staff and outside consultants to identify and plan for enhancements to the grants management system to improve grant flow and reporting.

•                Track incoming inquiries and proposals and ensure timely and accurate reporting, payments, and communications with grantees.

•                Assist with preparation and disbursement of grant and sponsorship agreements.

•                Maintain multi-year payment schedules and monitor grant balances.

•                Provide reports, responses to inquiries, and grant histories, as required.

•                Create and maintain documentation of all grant processes and policies.

•                Train staff on grant procedures and grants management software.

•                Keep informed of the best practices in the grants management field, share findings with Trust staff, and recommend improvements to the grants management process.

Administration and Office Management (50%)

•                Maintain the Executive Director’s calendar and arrange travel, as required.

•                Provide administrative, logistical and travel support for staff, Board, and grantee meetings and events. Prepare and organize itineraries, directions, and materials.

•                Provide thorough support of quarterly Board meetings. Coordinate timely preparation, assembly and distribution of board book and other meeting materials.  Prepare minutes and grants docket and ensure maintenance of records. Coordinate logistics for video and phone conferencing.

•                Ensure an attractive, user-friendly, organized and well-functioning office. Procure and organize office supplies and equipment, maintain shared filing systems, and handle routine correspondence.

•                Coordinate with IT and service companies for maintenance of computers, laptops, software, network connections, office copy machines and related items.

•                Undertake special projects as assigned.

Education, Experience, and Requirements

•                3-5 years of relevant experience; knowledge of grantmaking, nonprofit management a plus.

•                Familiarity and comfort level with CRM software, including making administrative fixes and upgrades. Salesforce experience is a big plus.

•                Tech savvy and a quick learner, with high proficiency in MS Office Suite and databases required.

•                Excitement and commitment to continually improving systems and processes.

•                Professional maturity, ability to exercise discretion and good judgment.

•                Strong people and project management skills.

•                Bachelor’s degree or equivalent experience.

•                Excellent written and oral communication skills and attention to detail required.

•                Demonstrated ability to manage multiple priorities to meet deadlines.

•                Maintain good humor and composure while juggling tasks.

•                Flexibility and initiative to work both independently and as part of a team, and to adapt with the organization as it changes over time.

This position is 30 hours/week and based at the Trust’s Connecticut office located in downtown New Haven. The position involves occasional travel to Hartford and to the Trust’s Boston office. Competitive salary and benefits.

To Apply

Please send a resume and cover letter to [email protected] by July 7, 2017.


The Melville Charitable Trust is the largest foundation in the U.S. exclusively devoted to ending homelessness. We invest in proven, lasting, and cost-effective solutions that enable people with the least resources and biggest barriers to success to reclaim their lives. And where solutions have not yet been identified we support exploration and innovation to find the most promising approaches. Our grantmaking dollars are roughly split between efforts to end homelessness in our home state of Connecticut and in creating a better policy environment at the national level. Since our founding in 1990, we have invested over $140 million in to end homelessness for good.

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