Office and Grants Administrator (PMBF)

This is a three (3) days per week role to manage the day-to-day operations of a small family office and to perform administrative functions related to the effective management of The Philip and Muriel Berman Foundation (PMBF).  Responsibilities include, but are not limited to: providing reception and general office support, providing administrative/clerical support to the Executive Director and program staff, and maintaining the optimization of The Philip and Muriel Berman Foundation

Specific Duties

Office Admin

  • Provide administrative/clerical support to the Executive Director, Board Chair, and Program Staff
  • Open, sort, and route all incoming correspondence and process outgoing mail
  • Purchase and track all office supplies; manage all vendor and office-management relationships
  • Create and maintain a welcoming environment for staff, Trustees, and guests of the Foundation; answer/transfer calls andgreet visitors in a professional manner
  • Plan and arrange logistics for all meetings of the Foundation’s Board, Committees, Board Chair, and staff; includes food and beverage ordering, set-up, break down, and clean up
  • Schedule Foundation Board, Committee and other meetings of the Foundation; maintain organizational calendar and contact list
  • Prepare Board of Trustees and Committee Meeting materials
  • Make travel arrangements
  • Prepare concise, accurate and timely minutes of key Foundation meetings
  • Answer routine inquiries about the Foundation’s grantmaking programs and priorities, including deadlines, guidelines and proposal review process; field general inquiries via phone and email and route communication to appropriate staff
  • Assist the Executive Director, Board Chair, and Foundation staff with special projects as requested

Grants Administration

  • Process approved grants after each Board meeting or as directed using the grants management database, to include requesting checks, preparing initial drafts of cover letters and grant agreements for Executive Director review, and generating transmittal and funds acknowledgment letters
  • Manage ensuring the accuracy and completeness of each organizational and grant record; upload, purge, maintain, and archive electronic and paper files of all grant documents
  • Serve as primary point of contact for applicants and grantees who need assistance in utilizing the Foundation’s grants management system for submission of applications and reports
  • Track grantee payments and reports due, sending reminders to grantees and program staff as needed; confirm application and reporting materials are complete when submitted
  • Verify applicant and grantee funding eligibility; provide other support to program staff as needed such as analyzing applicant/grantee financial reports and compiling and analyzing grantee performance data
  • Pull and analyze reports from the database for Executive Director and program staff to review (e.g. upcoming payments, grantee reports due, disbursements by year, geography, or grant category)
  • Work to enhance, streamline, and improve grants management processes, improve the functionality and user-friendliness of the grants management system, and increase efficiency in the use of staff time 
  • Coordinate with the Art Program staff member to obtain proper documentation for 990PF and any necessary reporting

Qualifications and Education

  • Advanced computer and office skills required, including Microsoft Outlook, Word, Excel, and PowerPoint
  • Knowledge of database systems required; familiarity with grants management systems strongly preferred
  • Exceptional communication skills required, both written and oral
  • Minimum of five (5) years professional office experience or equivalent preferred
  • Bachelor’s degree or equivalent experience required

Other Skills and Capabilities

Strong documentation skills and close attention to detail and accuracy. Ability to work without supervision in a small office environment. Ability to take initiative and complete project assignments independently and on time. Ability to multi-task and manage time well. A professional and welcoming demeanor both in person and on the telephone. Ability to maintain high degree of discretion and confidentiality. Personal qualities of integrity, strong work ethic, and dedication to the mission of the Foundation.

Compensation will be commensurate with experience.


Cover letters and resumes should be sent to [email protected] with the Subject Heading: Administrator Application. No phone calls please.

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