Grants & Contracts Associate

Job Type

Full Time




Culver City
United States



Reporting to the Director of Grants and Contracts Administration, the Grant & Contract Associate supports and assists the Finance, Science, Prizes and Public Programs teams with various administrative and financial functions related to grant and contract management, including but not limited to payment processing, data entry, and maintenance of grant records in the electronic database/grant management system (GMS). This position provides a great opportunity to learn grant administration from the context of a Private Foundation while incorporating finance functions into daily tasks that support the Finance and Grants area. This role will interact with grantees, auditors, vendors, scientific partners and various academic institutions. 


Grant Finance & Administration

·        Share responsibilities with and cross-function as the Accountant-Finance Associate (20-30%)

  • Procure appropriate internal approval for new agreements and payments; update G&C payment status and budget coding; record back-up documentation in GMS for all grantees prior to payment

·        Track G&C payments and assist in preparation of wire transfers, ACH/check disbursements

·        Reconcile programmatic expenses incurred via credit card and allocate to correct program budget

·        Prepare G&C reporting on payment and approval activity, roll-forward schedules, and periodic budgeting/forecasting as needed for the Board, Finance, senior management, and program teams

·        Perform vendor set-up and budgetary reconciliations between Intacct & Giving Data systems

  • Prepare grant agreements and program-related contracts under $100K with supervision


Correspondence & Communication

·        Serve as the “front-line” for all G&C inquiries; oversee the FedEx account and mailing via USPS

  • Compose effective and thoughtful correspondence to grantees, vendors, and staff using a clear, concise, and compelling style with appropriate language, correct grammar and spelling

·        Draft correspondence to obtain and communicate necessary grantee information (Payment Method Instructions, Notice of Grant Award, No-Cost Extension approvals, payment transmittal)

·        Track and follow-up on outstanding items due from grantees (required narrative and financial reports, invoices, proposal/budget details, extension requests and executed agreements)

· Generate and send reminders to grantees and document when grant requirements are received; forward to appropriate Program Officer(s) for review and update completed status once approved

·        Provide outstanding customer service to external constituents and represent the Grants and Contracts Department externally and in cross-departmental initiatives


Data Entry & Reporting

·        Populate the Grants Database with accurate coding, organization information, relevant contacts (CRM), grantee reporting requirements, document labels and confidential Bank Account info

·        Research and collect required compliance documents (such as GuideStar Charity Checks, W9/W8 forms, Equivalency Determinations); identify and upload into appropriate request in GivingData

·        Verify the public charity status of potential payees and ensure that all are compliant with TKF policies and IRS guidelines before issuing payments or binding agreements to vendors/grantees

·        Ensure the accuracy of grant entries in the GMS against signed agreements (such as project purpose, award amount, project budget, payment disbursement schedule, reporting due dates)

  • Help train staff on technical and policy issues; Troubleshoot with GMS support staff

·        Contribute to development of new GMS features, configurations, testing, rollout and training

·        Assist with development of Grants website and ensure public information is kept up-to-date

·        Proactively seek ways to improve workflow by enhancing grants management processes and increasing efficiencies; ability to conceptualize alternative structures and implement accordingly


Skills & Qualifications

  • Bachelor's degree required (Public Policy or Business/Finance focus preferred)
  • 1-3 years’ office experience in a non-profit setting; Grants admin experience preferred
  • Experienced in payment processing, record-keeping and data entry; Technical skills a plus

·        Proficient with Microsoft Office, Adobe and Databases; Familiar with Asana, Intacct and Concur

·        Strong problem resolution, critical thinking, detail-orientation and organization skills

·        Aptitude for proper task prioritization with a results-oriented approach to work processes

·        Possess a professional demeanor with good judgment, dependability and interpersonal skills

·        Ability to interact effectively in a positive and cooperative manner with colleagues and peers

·        Ability to handle sensitive matters with tact, discretion, and confidentiality as needed


Professional Level


Minimum Education Required

4-year degree

How To Apply