Grants and Database Associate

Job Type

Full Time




7735 Old Georgetown Road
Suite 1000
United States


Job Title: Grants and Database Associate

Internal Job Level: Associate

FLSA Status: Exempt

Supervisory Responsibilities: None

Reporting to Title: Senior Grants Manager


The Grants and Database Associate plays a critical role in the effective operations and execution of the Grants Management team by optimizing the Foundation’s policies and procedures related to contract generation and management and ensuring the alignment to grants management best practices. S/he will primarily support the family giving portfolio. S/he is also responsible for supporting the Foundation’s use of the grants management system (Blackbaud Grantmaking) and the implementation of data entry business rules, processes and procedure guidelines. The ideal candidate will have strong attention to detail, strong organizational and problem-solving skills, be customer-service oriented, and enjoy supporting the overall Foundation’s Mission and Vision.

The Foundation structures our work through a portfolio of interconnected initiatives. All staff play a role in connecting and synthesizing knowledge across teams to further the Foundations’ Mission and Vision. Therefore, this person may be assigned to any of the Foundation’s initiatives based on initiative cycles and evolving organizational needs.


Grants Management

  • Under the direction of the Director, Family Philanthropy and Events, supports the administration and management of the Family Philanthropy portfolio (including generational funds, Global Ed funds, etc.)  and the discretionary funds for board-directed grants and the staff matching program. Activities include:
  • Tracks requests and payments in compliance with policy and process.
  • Maintains open communication with Director and family members for family needs, upcoming events, etc.
  • Reviews all family grants, the Family Fund and others as assigned.
  • Provides administrative support for all grants via the Donor Advised Funds at the Greater Washington Community Foundation (GWCF).  
  • Oversees and processes generational giving, Board discretionary giving, and staff matching.
  • Under the supervision of the Senior Grants Manager, provides full lifecycle grants and contract management based on priority areas and operational initiatives. Ensures compliance with project specific requirements and Foundation-wide policies and procedures. Activities include:
  • Supports the evaluation, documentation, adoption and consistent execution of grants management policies and procedures, including timeliness and compliance.
  • Supports the generation and management of contracts, modifications and closeouts, including providing guidance and support to appropriate internal and external partners.
  • Maintains key related documentation in the appropriate files and systems for grants/contracts, MOUs and other relevant documents.
  • Participates in weekly Grants Management meetings.
  • Participates in grants management trainings as appropriate.
  • Conducts research as needed.

Database Administration and Training

  • Responsible for supporting the Foundation’s use of the grants management system (Blackbaud Grantmaking) and the implementation of data entry business rules, processes and procedure guidelines.
  • Supports or executes appropriate data and/or technology projects including:
  • Historical data analysis
  • Data “clean-up” efforts
  • System integration or improvement efforts
  • New reporting requests
  • Creation of new applications or templates within the system
  • Suggests and assesses ongoing improvements to maintain database integrity.
  • Helps to facilitate improvements for all database users to ensure system optimization and a seamless usage experience for internal and external users.
  • Works independently and with the Grants Management Team to design training and learning sessions that support and advance standard Foundation grantmaking practices.
  • Provides support for internal and external partners in their on-going use of the grants system.  
  • Builds and maintains knowledge base of training materials, tutorials and guides.
  • Collaborates with external database user groups to facilitate ongoing peer-learning opportunities.
  • Supports data reporting and analysis through the development and implementation of queries and exports.
  • Supports Grants Management Team and the Finance Department in the regular reconciliation of the grants management system and the financial accounting system.
  • Collaborates with the Senior Grants Manager, Grants Management Team and Sr. Director of Evaluation to support data needs for the management of the portfolios.

Knowledge Management

  • Assists in making the right information available to the right people at the right time, to ensure that the Foundation team understands and can learn from current and past initiatives and strategies.
  • Documents data management and tracking methodologies.
  • Partners with initiative team members and the Grants Management Team to support the development of written and other necessary materials for internal and external stakeholders.
  • Attends conferences, trainings, and relevant events to remain informed of current trends and best practices in the field as it pertains to this position.

FUNCTIONAL/TECHNICAL REQUIREMENTS: The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Equivalent combinations of work experience and training that provide the required knowledge, skills and abilities will also be considered.

  • College degree or equivalent training preferred; 3 years' administrative experience required.
  • Experience in grants management and non-profit work or any combination of equivalent experience and training that provides the required knowledge, skills, and abilities strongly preferred.
  • Experience with GIFTS or comparable grants management database strongly preferred.
  • Must be able to read, write and speak the English language at a college level, perform mathematical calculations required for the position and learn to interpret and comprehend company policies and procedures.
  • Ability to convey necessary information accurately, listen effectively, and ask questions when clarification is needed.
  • Can effectively cope with change and work independently.
  • Proficient collaborative, interpersonal, written and verbal communication skills.
  • Ability to complete projects accurately and within deadlines.
  • Readily learns and adopts new technologies that are critical to evolving business needs; is open to building new technical skills, knowledge or capabilities that can benefit business and/or personal performance.


Bainum Family Foundation offers a comprehensive benefits package including medical, dental, vision, commuter subsidy, generous 403(b) with match, gym subsidy and more!

Professional Level


Minimum Education Required

4-year degree

How To Apply

To apply, please submit your cover letter and resume to on our Career Portal.