Grants Data Administrator



The California Wellness Foundation (Cal Wellness) is a private independent foundation created in 1992 with a mission to improve the health of the people of California by making grants for health promotion, wellness education and disease prevention.  Since its founding, Cal Wellness has awarded 7,690 grants totaling more than $912 million.  It is one of the state’s largest private foundations.  To learn more about the Foundation, visit our website at


The Grants Data Administrator supports the Director of Grants Management in various research projects and duties to ensure alignment with the Foundation’s grantmaking program and overall mission and goals.  The special focus of this position is to ensure the integrity of data management and provide accurate and efficient reporting of grant-related data to ensure the achievement of the Foundation’s mission and goals.  Please note that planning is underway to relocate the Woodland Hills office during 2017 to a yet undetermined location in the Los Angeles area.

Essential Duties and Responsibilities:

Designs, administers, and maintains the grantmaking database to ensure a clean and accurate data.  Responds to grant data requests and inquiries for internal and external audiences.  

  • Designs, administers, and maintains IGAM, GIFTS, dashboards, forms, templates, reports, and data structure; oversees quality control of data entry. Revises or creates grant processes related to data entry and generating reports in GIFTS, as needed.
  • Produces internal data summaries, reports, coding verifications, grant statistics and geographic reports, as needed, for the board of directors, executive office, grants program, finance, and communications.
  • Updates coding guide, as needed, in collaboration with evaluation and organizational learning staff.
  • Conducts audits and quality checks of data summaries and reports produced by other staff for internal and external purposes to ensure grants data is reported correctly and accurately.
  • Provides technical knowledge on grants data and data structure to other Foundation staff and external evaluators.
  • Creates and maintains templates highlighting key grantmaking data points. 
  • Develops and maintains a project management system through intranet to track progress, to provide regular feedback and to ensure timely completion of project deliverables.
  • Maintains electronic PA and GM manuals and updates program section of policy and procedures manual.
  • Generates mailing list requests; and non-standard grant transactions such as, refunds and voided checks and other grant anomalies related to the database.
  • Assists and participates in various internal Foundation committees and activities.
  • Develops professional and respectful work relationships with colleagues. 


  • Bachelor’s degree in data management and administration preferred or equivalent experience.
  • Three (3) years in data management and administration with a relational database system; some exposure to grants administration and/or non-profit organizations is highly desirable.
  • Solid understanding of relational databases.
  • Advanced knowledge in Microsoft Office Suite.
  • Familiarity with Adobe Acrobat, Crystal Reports, InDesign and MicroEdge Gifts.
  • Ability and experience working collaboratively with and managing projects that include external organizations and entities.
  • Strong logic, analytical and problem-solving abilities with solid understanding of complex data management.
  • Solid planning and organizational skills with high attention to detail, accuracy, protocol and deadlines.
  • Excellent writing ability that is clear, concise and analytic in style.
  • Excellent communication, interpersonal, diplomacy, and customer service skills including solid presentation and facilitation skills, with the ability to interact with and mobilize a wide and diverse population.  
  • Effective managerial, project management and customer service skills, with the ability to oversee and prioritize multiple projects and effectively manage work flow to meet deadlines.
  • High level of flexibility and responsiveness with the ability to shift priorities quickly and as organizational demands require.
  • Ability to take initiative and develop solutions quickly and effectively.
  • High level of discretion in maintaining confidentiality of sensitive materials and issues.
  • Ability to function and interact in a professional level capacity to sustain the mission, culture and best interests of the Foundation.
  • Ability to understand and consider organizational culture and change.
  • Broad and strategic mindset, creative aptitude and effective use of independent judgment.
  • Ability to work independently and collaboratively in a team environment.
  • Ability and willingness to travel.


Salary is competitive and commensurate with background and experience.  The Foundation's benefit package is inclusive of medical, dental, vision, life, short and long term disability coverage and offers flexible spending and 401(k) plans.  A positive work environment that supports work-life balance is provided. 


E-mail, fax, or mail résumé with cover letter and salary history to:


Human Resources Department
The California Wellness Foundation
6320 Canoga Avenue, Suite 1700
Woodland Hills, CA  91367
Fax: 818/337-3059
E-mail: [email protected]


The Foundation is an Equal Opportunity Employer

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