Registered Plans Administrator supporting registered products administration for credit unions. Ensuring compliance with legislation and providing training and backup support.
About the role
- Associate, Grants Administration coordinating grant operations for Smile Train's funding lifecycle. Ensuring compliance, conducting reviews, and supporting documentation processes in a hybrid role.
Responsibilities
- Conduct senior review on incoming grant applications and program expenses, in collaboration with the Grants Management Team, to ensure funding meets strategic priorities and requirements
- Ensure restricted donations are accurately tagged and check associate reviews to ensure accurate data entry
- Ensure senior staff has accurate information to review grants, including information on partner status, background on previous investments, partner volume, and flagging grants that don’t align with our priorities
- Perform due diligence on incoming applications to ensure all legal requirements for new partners and vendors are met; record responses on New Partner sheet to the organization in Salesforce.
- Follow up with PMS and SMOs on contingent payments on a monthly basis
- Prepare Grant Cycle Spreadsheet for Senior Staff (every other cycle, on the 15th), and route spreadsheet through Senior Staff and Finance Approvals
- Liaise with colleagues and partners around the globe to receive and process grants, making sure applications are complete, correct, and finalized in a timely fashion
- Run monthly surgical payment process, including exporting and checking data, creating payments, tagging restrictions, and routing spreadsheet for approval
- Serve as a resource and knowledge expert to colleagues and partners who have questions about the grants process and database
- Participate on the core team responsible for transitioning our grants management system to Salesforce Grantmaking, specifically to advise on PPS, templates, and the contract process
- Draft and send all manual award letters for grant cycles, PPS, and India processes
- Update and create letter and contract templates as needed
- Work with PMs to confirm new partner details and manage process for drafting and routing new agreements.
- Assist with reviewing monthly restriction update from finance, pull payment information for entity surgical list, and prepare information required for donor reports and applications
- Daily management of CSI watchlist
Requirements
- Bachelor’s degree required (or equivalent experience)
- 4+ years relevant experience in grants management, administrative, or related role
- Experience with Salesforce, foundationConnect, and/or Salesforce Grantmaking
- Tech savvy and a quick learner with new software systems
- Proficiency with MS Office Suite
- Basic understanding of best practices and regulations for US-based grant making organizations
- Excellent attention to detail, organizational and time management skills
- Superb written and verbal communication skills; excellent cross-cultural communication skills and sensitivity to other cultural values, norms, and customs
- Ability to develop and follow clear processes, and to be able to explain them to teammates when needed
- Ability to work under tight deadlines and acclimate to evolving priorities; demonstrated experience handling multiple assignments simultaneously
- Flexibility and initiative to work both independently and as part of a team
- Passion for grants management administration and interest in Smile Train’s work and vision.
Benefits
- Smile Train is an equal opportunity employer, committed to inclusive hiring and dedicated to diversity in our work and staff. We strongly encourage candidates from all groups and communities to apply.
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