Grants and Data Associate

About the Opportunity
The EBCF Grants and Data Associate works in a team to support all aspects of the grant making process. Key responsibilities include data entry, grants processing, ensuring grant compliance throughout the life of a grant, maintaining the grants database, creating and processing various grant letters and agreements. Additionally, responsible for supporting grantees, creating and analyzing reports, providing expertise to a variety of stakeholders, and contributing to ongoing process improvement.
The Grants and Data Associate also plays a central role in administering and promoting scholarships. Key responsibilities include ensuring compliance with IRS guidelines and implementing best practices throughout the scholarship process, managing the scholarship database and online platform, supporting applicants and school-based personnel, facilitating all aspects of the selection/award process, and processing award payments and letters.

Essential Duties & Responsibilities
Grants
●    Support the grantmaking lifecycle from recommendation through grant award, this includes grants of various level of complexity (e.g.: simple grants to charitable organizations, expenditure responsibility grants, scholarships, etc.) by maintenance of support documents, and responsive support and troubleshooting as issues arise
●    Communicate with donors and grantees, as well as program, development, and finance staff in support of the grant making process from recommendation through grant award
●    Participate in cross training to enhance team capacity and support other team members as needed
•    Perform grant due diligence based on compliance, risk, and grant complexity and flag grants according to EBCF’s grants administration process
•    Ensure any legal questions are resolved in consultation with the grants management team, internal policies, and/or outside legal counsel
•    Communicate with grantees to gather information and to ensure compliance with IRS rules and regulations for both grant making and reporting, and offers support with no-cost extensions, expenditure reporting, and any other grantee questions
●    Support EBCF’s growing work, including development of policies and processes to align our grant making with A Just East Bay
●    Identifies and supports grants manager with operational improvement initiatives, special assignments as needed
•    Collaborate closely with the Development and CIP teams on grant volume, schedules, process improvements, and grant/payment tracking
•    Protect information of a sensitive and confidential nature

Scholarships
●    Scholarship Management: Provide support for multiple scholarship funds, including scholarship processing and all compliance and administration facets of existing scholarship funds; maintains deep knowledge of federal scholarship regulations and industry best practices
●    Support the administration of existing scholarships through effective communication and workflow between applicants, school-site personnel, and committee members
●    Review and catalog all incoming scholarship materials, including those submitted through the online platform (SurveyMonkey Apply)
●    Communicate with applicants/awardees to gather information and to ensure compliance with scholarship guidelines
●    Protect information of a sensitive and confidential nature

Data
•    Serve as the lead for data management in various databases used across the grants Management Team
•    Maintain high level of data integrity and accuracy within grants management system and other ancillary systems related to grant management
•    Oversee the collection, storage, management, quality, and protection of data
•    Provide quarterly updates on contributions in and grants out to all staff Develop knowledge of industry solutions and other community foundation practices that would be beneficial to EBCF
•    Develop custom reports for staff as needed to derive insights from data to inform trends and business decisions

Qualifications
●    Exceptional attention to detail with ability to link work with the Foundation’s goals and objectives
●    Ability to approach each day with curiosity, humor, integrity, humility, compassion and optimism;
●    A commitment to learning, accountability, and a healthy team dynamic
●    High level of comfort with understanding and communicating compliance and regulation issues, including the ability to work through solutions using excellent judgment and integrity
●    Strong written and verbal communication skills; comfortable communicating via email, Slack, and Zoom
●    Excellent interpersonal skills that contribute to effective collaborations
●    Ability to work well under pressure with frequent interruptions, to prioritize changing workloads to meet tight deadlines, and to work both independently and as a member of a team
●    Proficiency with Grants Management & Scholarship software preferred
●    Fluency with Microsoft Suite including Excel, Word, PowerPoint, and Outlook
●    Strong familiarity with DocuSign, Adobe, Zoom, Google docs, Slack preferred
●    Knowledge of community foundations, private foundations, and non-profit agencies is helpful

Salary and Benefits 

EBCF offers a comprehensive benefits package including medical, dental, and vision insurance, a 401k retirement savings plan with a 5% employee match after 3 months of employment, and generous vacation time. 

The East Bay Community Foundation (EBCF) is an equal-opportunity employer committed to racial justice and equity. EBCF does not discriminate in employment opportunities or practices on the basis of race, ethnicity, religion, national origin, age, sex, sexual orientation, marital status, disability, or any other characteristic protected by law and is an employment-at-will organization. The Foundation welcomes and encourages people of color, women, LGBTQIA+ people, and members of other historically disenfranchised groups to apply.  

We know that candidates may not have all of these qualifications. If your skills and experience are highly relevant and/or transferable to this work, please apply.