Grants Management Associate

The Democracy Fund is seeking an enthusiastic and highly organized Grants Management Associate to support the Fund’s investment processes and manage the Fund’s online grants management system. The Associate will join a growing Operations team committed to developing systems and processes that support staff and grantee partners. The Associate will work with the organization’s Investment Committee to ensure that our investment process has the highest level of integrity and that the organization is able to learn from the investment decisions that it makes over time. The Associate will coordinate and administer our overall investment process while engaging with all program staff across the organization to improve its effectiveness and efficiency. The ideal candidate will have experience in philanthropy and with administering data systems. The Grants Management Associate will report to the Director of Grants Management and Operations.

Specific responsibilities include:

  • Manage the Fund’s grants management software (Fluxx), including maintaining integrity of data, serving as the first point of contact for staff and grantees who need support on using the system, managing upgrades, and managing data reporting from the system
  • Support the Fund’s Investment Committee by monitoring the pipeline of grant opportunities, compiling materials for and monitoring follow up from the Committee, maintaining notes for Committee meetings, and managing the Committee’s schedule.
  • Review all grant materials, participate in meetings with prospective grantees, and support staff with revisions
  • Conduct and document initial legal due diligence for all grant, sponsorship and matching gift opportunities, and monitor legal issues throughout process
  • Create and maintain documentation of all grant processes and policies
  • Support the development of training materials and logistics of workshops on grant making and philanthropy topics, and support orientations on grants for all new staff
  • Assist with preparation and disbursement of grant and sponsorship agreements and amendments, including managing the Fund’s DocuSign account for document signatures
  • Partner with the program and internal learning teams to maintain a system for collecting, tracking, and utilizing grantee reports, and creating opportunities to learn from investment decisions
  • Compile and analyze grant and portfolio data that can be used for internal portfolio reviews, board meetings, and the Fund’s annual tax return and audit
  • Partner with program staff to maintain electronic files related to all aspects of the grants cycle
  • Keep informed of the best practices in the grants management field, share findings with the broader team, and recommend improvements to the grants management process
  • Cross-train on other Operations functions, such as contract review, event coordination, and IT support to be available as needed to support staff
  • Actively work to support other members of the Democracy Fund team and cultivate an organizational culture that is highly collaborative and supportive
  • Collaborate internally to advance Democracy Fund strategy and mission
  • Represent the Democracy Fund in a manner that is consistent with our mission

Education, Experience, and Skills Requirements

  • 3-5 years relevant experience with knowledge of investing or grant making from philanthropy, nonprofit foundation relations, private investment, or government; knowledge of private foundation legal issues desired
  • Familiarity and comfort level with grants management databases, including making administrative fixes and upgrades (knowledge of Fluxx a plus)
  • Track record of providing high quality, timely customer service
  • Tech savvy and a quick learner with new software systems, and proficiency with MS Excel and databases required
  • Bachelor’s degree required (or equivalent experience)
  • Excellent written and oral communication skills and attention to detail required
  • Professional maturity, ability to exercise discretion, and good judgment
  • Demonstrated experience handling multiple assignments simultaneously
  • Flexibility and initiative to work both independently and as part of a team
  • Passion for strengthening American democracy
  • Position is based in Washington, DC

 Interested candidates should send a cover letter and resume to Tony Bowen at tbowen (at) democracy fund (dot) org with the subject line “Grants Management Associate.” No phone calls please.

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