Grants Administrator for the Pew Center for Arts & Heritage
POSITION: Grants Administrator, Full-Time, Non-Exempt
DEPARTMENT: The Pew Center for Arts & Heritage (Center)
The Pew Center for Arts & Heritage (the Center) employs a staff of talented, motivated individuals with experience and interest in the nonprofit and/or arts and culture sectors. We are currently seeking an experienced administrative professional for the open, full-time position of Grants Administrator reporting directly to the Center’s Manager for Administration.
Under the direction of the Manager for Administration the Grants Administrator will work with staff to facilitate the work of the Center by providing day-to-day management for grants administrative operations including preparation and processing of contracts and reports for awarded grants. This includes delivery of technical support in response to grantee inquires, careful analysis and reconciliation of Center-funded project expenses—along with other assigned needs—to ensure that payments, contracts, and reports are completed accurately and processed in a timely matter. You'll work to cultivate and maintain optimized workflows for grants administrative processes in order to support the Center's evolving needs. You’ll also be the point-person for organizing grantee materials for the Center’s archive in accordance with internal retention protocols. The Grants Administrator plays a critical role interacting with program directors in communicating with applicants, grantees, consultants, and other Center staff, while upholding the standards for a professional, responsive, and problem solving oriented grant management process.
The Grants Administrator's work responsibilities may include, but are not limited to—
- Annually create contracts and schedules for new grants which includes drafting project deliverables and timelines, budget modifications, and reporting and payment schedules. Participate in grantee contract meetings as necessary.
- Expedite initial payment and contracting phase by distributing and collecting contracts for revisions and signatures in a timely manner. Secure first payment requirements such as project liability insurance certificates from grantees.
- Receive and document requests from grantees regarding changes to project budgets or timelines, delegating such requests to program directors and specialists for direction, feedback, or approval. Regularly correspond with grantees to answer frequently asked questions, keeping program staff apprised of these communications. Keep track of correspondence between program staff and grantees to expedite decisions and solutions for any arising issues.
- Track reporting schedules, issuing reminders to program staff and grantees on the status of reports outstanding and reports due. Send inquiries to assure the submission of any outstanding reporting materials, elevating issues as necessary to program directors and specialists.
- Receive and process grantee interim and final reports, which includes analyzing and evaluating financial reports for correct calculation of grant expenditure categories such as Honoraria, Production, and Travel. Manage the reconciliation of select proof-of-payment documentation to make sure grantee’s receipts align with reported expenses. Correspond with grantees to secure missing receipts or clarify report content.
- Respond to requests from financial and executive staff or program directors on the status of particular grants. Regularly notify financial staff of any significant changes to grant payment schedules. Meet with program staff on a weekly basis to discuss the status of open grants.
- Work to keep grants administration processes consistent across the Center’s funding programs and ensure cohesiveness between all published materials relevant to grant contracts, applications, reporting and maintenance.
- Control and edit the Center's master reporting form templates to provide grantees with reporting materials customized to their individual project budgets. Provide grantees with technical assistance and instruction for using report forms and submitting report materials.
- Assist program staff in reviewing the financial positions of applying organizations. Collect financial audits and Cultural Data Project Funder Reports from applicants as needed.
- Create and disperse reporting guidelines and instructions to grantees, as well as coordinate annual reporting instructional sessions for new grantees in collaboration with program staff. Serve as the Center’s administrative liaison with DataArts to help them coordinate workshops and info sessions for Center applicants.
- Manage all electronic and hardcopy grant files in accordance with the Center's archive and retention policy.
- Assist with the development and launch of the Center’s anticipated online reporting system.
- You will have involvement in other administrative special projects as they arise. Other relevant duties as required.
To be selected, you’ll need an Associate or Bachelor’s Degree or its equivalent with at least five years of
administrative work experience in a non-profit organization. Candidates with experience in grants
administration and contract management are preferred. You’ll need to be a systematic thinker with superior
organizational skills and proven success in creating and maintaining efficient administrative processes. The job
requires effective interpersonal skills to successfully interact with the Center’s constituency, fellow staff, and
consultants. You must be skilled in analyzing information and situations to define the problem or objective,
identify relevant factors, formulate logical and objective conclusions, and recognize alternatives and their
implications. High proficiency with software and technology, especially advanced use of Microsoft Outlook,
Word, and Excel, is expected. Experience with Salesforce, or the ability to quickly learn such platforms is
preferred. You must be able to work independently and as a team member. You’ll need to prioritize multiple
projects in a busy environment accurately, efficiently, and with a high level of attention to detail, balancing and
satisfying competing deadlines and personalities, maintaining professionalism under pressure and in sensitive
and difficult situations. Respect for the needs and issues of non-profit organizations and independent artists is
required, while clearly understanding the appropriate boundaries between Center staff and its constituents.
Ability to exercise a high level of discretion and confidentiality in interactions with both internal and external
people concerning all work-related information, and with understanding of the Center’s unique relationship to
The Pew Charitable Trusts. You must be able to tolerate a high volume of paperwork and respect
administrative and financial procedures while remaining flexible and resilient. You must have the ability to know
when to ask questions and when to take initiative. And you must be able to learn quickly and have the
willingness to assume tasks as needed.
ABOUT THE PEW CENTER FOR ARTS & HERITAGE
The Pew Center for Arts & Heritage is a multidisciplinary grantmaker and hub for knowledge-sharing,
dedicated to fostering a vibrant cultural community in Greater Philadelphia. The Center invests in ambitious,
imaginative projects that showcase the region’s cultural vitality and enhance public life, and we engage in an
ongoing exchange of ideas concerning artistic and interpretive practice with a broad network of cultural
practitioners and leaders.
TO APPLY: Interested, qualified applicants should submit letters of application and resumes to
firstname.lastname@example.org. Please ensure job title is in the Subject line.
Applicants who are practicing artists should note that in order to prevent conflict of interest or the appearance
thereof, the Center has a Code of Ethics that limits practice within our grantmaking region, and when
collaborating outside the region with Center grantees.
THE UNIVERSITY OF THE ARTS IS AN EQUAL OPPORTUNITY EMPLOYER