Grants Management Associate - KRF

 Organizational Description:

The Kenneth Rainin Foundation (KRF) is a private family foundation that strives to enhance quality of life by championing and sustaining the arts, promoting early childhood literacy, and supporting research to cure chronic disease. Like our founder, Kenneth Rainin, we believe in listening to and investing in the dreams and hopes of our grantees, because people trying to effect change need an early champion for their ideas. We believe that with our support, real breakthroughs can make life better for us all.

Our Values:

Through our grant-making and operations, the Kenneth Rainin Foundation embraces the following values:

  • Collaboration: A strong belief that synergistic connections will strengthen the work of the Foundation and the impact we have on society.
  • Leveraging of all assets: A commitment to provide grantees and partners with resources, ideas and challenges so they may thrive.
  • Innovation: A desire to reward creative and risk-taking thinking and individuals.
  • Responsibility: A dedication to honesty and fairness in all dealings and a commitment to considering the social and environmental implications of our practices and those of our partners.
  • Inherent in our core values is a belief in compassion, respect, humor and joy.

Position Description:

Under the direction of the Grants Manager, the Grants Management Associate supports the efficiency of grants administration processes and systems for multiple departments, grantees and applicants. The Grants Management Associate will provide assistance in every stage of the grants life cycle. As a point of contact for grant-related information, the Grants Management Associate will be familiar with each of the Foundation’s funding areas as well as best practices in grant making and legal compliance.

Essential Duties and Responsibilities:

The essential functions include, but are not limited to the following:

  • Collaborate with Grants Manager to develop, execute and evaluate strategic grants management plan to meet and support the needs of multiple departments within the Foundation as well as the needs of grantees.
  • Conduct due diligence on submitted grant proposals; follow up with applicants on missing/incomplete information or other application anomalies.
  • Collaborate with Programs Staff to build customized online grant applications – including off- cycle applications, as well as interim and final grant reports.
  • Retrieve proposals and reports from online grants system and prepare electronic files for Programs Staff review.
  • Prepare and generate grant agreement letters; follow up with grantees for outstanding documents.
  • Track grant payments and disseminate to related staff for payment approvals.
  • Schedule and track interim and final grant report due dates.
  • Build various communications templates within online grants system based upon Programs Staff specifications.
  • Provide general and ad hoc reports of grant-related information as requested by staff.
  • Process Discretionary Grant Requests from Foundation Staff and Board.
  • Collaborate with Programs and Communications Staff to generate grants information for e- reporting (eGrants).
  • Maintain the integrity of the online grants management system by ensuring data is complete, updated and accurate.
  • Migrate grantee data from former software system into new online system.
  • Conduct grants management related research when necessary.
  • Special projects as they arise from within or outside of department.
  • Prepare and maintain hard copy and electronic grant files.
  • Assist in the preparation of materials needed for Board Dockets.
  • Communicate with grant software vendor to trouble-shoot and resolve technical issues.
  • Actively participate and seek vendor provided training for online grants system to remain thoroughly knowledgeable of system’s functionality.

Experience and Qualifications:

  • Some college preferred.
  • Minimum of two years of foundation work experience within a grants administration or closely related department (such as Finance or Programs) is required.
  • Experience in working with an online grants system is required, with preference given to applicants with direct experience utilizing GIFTS Online or GIFTS Online BluePrint.
  • Unwavering commitment to follow processes and practices to ensure IRS/legal compliancy for foundation grant making; commitment to remaining knowledgeable of compliance updates.
  • Ability to analyze situations, solve problems creatively and think strategically.
  • Exceptional project management skills are a must; demonstrated ability to take ownership of projects from conception to fruition with continuous follow up to ensure project completion within specified time parameters.
  • Ability to work in a multi-issue, fast paced environment, with the constancy of shifting and competing priorities and deadlines; flexibility while maintaining work flow is critical.
  • Proven ability to produce high quality reports of data or related grant information as well as maintain integrity of data within database; keen attention to detail and accuracy is imperative.
  • Effective skills in time management with the ability to manage multiple deadlines simultaneously.
  • Excellent interpersonal skills that allow for effective relationships in a diverse environment.
  • Proactive work ethic with the ability to anticipate needs of colleagues and take appropriate actions.
  • Responsive and excellent judgment.
  • Must be independent, strategic, and a creative thinker who is also a strong team player (no job is too small or too big).
  • Proficiency in Microsoft Word, Excel, Outlook and PowerPoint.
  • Sense of humor and enthusiasm a must!

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is frequently required to sit; use hands to finger, handle, or feel and talk or hear. The employee is occasionally required to stand; walk; reach with hands and arms and stoop or kneel. The employee must frequently lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually quiet.


This is a full-time position with benefits. The salary range for this position is commensurate with relevant skills and experience.


Please submit your resume, a brief cover letter and your salary history to: [email protected].

The Kenneth Rainin Foundation is an Equal Opportunity Employer and as such complies with federal, state and/or local laws that prohibit discrimination in employment based on race, religion, color, age, sex, national origin, citizen or intending citizen status, disability, and veteran status. Information provided during the application or employment process will not be used to discriminate against any individual in any manner. The Company complies with ADA regulations as applicable.


NOTE: This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.

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