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Office and Grants Administrator

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Bernard F. and Alva B. Gimbel Foundation


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Published 23 days ago

About the Gimbel Foundation

Founded in 1943, the Bernard F. and Alva B. Gimbel Foundation is a private family foundation that provides funding to nonprofit organizations. The Foundation has recently begun the process of spending down and is expecting to conclude grant-making sometime in 2028. Going forward, the Foundation will be focusing its efforts on democracy and climate change while maintaining support for some organizations in its historical funding areas (i.e. criminal justice, legal services, reproductive rights, the environment, and economic development).


Position Summary

The Gimbel Foundation is currently seeking a highly-organized and experienced professional to serve as a full-time Office and Grants Administrator. Because the organization is comprised of only three staff, this position requires a broad range of skills including bookkeeping, office management, payroll, insurance, scheduling, and grants administration duties. Excellent communication and interpersonal skills, and the ability to work effectively within a small organization are essential for this position. The work is detail-oriented and requires flexibility, positivity, effective time-management, precision, patience, efficiency, and discretion. 


Primary Responsibilities

Office Management

  • Perform bookkeeping tasks: manage paid and unpaid invoices, prepare check payments, journal entries, and bank reconciliations
  • Coordinate and maintain payroll system and ensure that it is administered correctly
  • Prepare and update annual budgets
  • Maintain a well-organized file system, both digital and physical
  • Coordinate with and provide information to accountants, as requested/needed
  • Provide comprehensive management of insurance policies; work with outside providers to manage employee benefits
  • Coordinate scheduling and provide logistical support for meetings
  • Provide general administrative support including processing mail, answering phones, taking messages, referring inquiries, and ordering office supplies
  • Coordinate vendors and consultants including technical support, payroll and building maintenance
  • Track and update investment account balance reports

Grants Administration

  • Maintain communication with grantees regarding proposal deadlines and meetings
  • Work with grant applicants to ensure completeness of proposals and obtain additional information as necessary
  • Manage the Foundation’s grants management database and perform necessary maintenance and data entry to ensure the accuracy of files
  • Update and maintain the Foundation’s online grants application system (Foundant)
  • Transcribe notes from site visits and other meetings
  • Track and manage grant payments, performing payment related due-diligence
  • Prepare grant payment letters and forms via Docusign and ensure timely and accurate grant payments
  • Update and maintain the accuracy of the Foundation’s website
  • Participate in ongoing efforts to improve and streamline the Foundation’s grant-making process including administration, workflows, and procedures

Board and Executive Support

  • Prepare board meeting materials, updating and creating documents throughout the grants cycle
  • Take notes during board meetings and prepare minutes
  • Ensure board meeting documents are updated, filed and archived appropriately
  • Provide administrative and logistical support to the Foundation’s President and CEO; includes management of calendar, scheduling, correspondence, building and maintaining files, etc.


Desired Qualifications and Experience

  • 5-10 years of operations experience, including office management, grants administration, or a similar area
  • High degree of proficiency in QuickBooks, DocuSign, Microsoft Office applications (including advanced skill level in Excel) and WordPress
  • Experience with grant management systems (such as Foundant) and project/task management applications (such as Asana)
  • Consistent accuracy and precise attention to detail
  • Ability to multi-task, prioritize, and follow through on projects
  • Excellent written, verbal, analytical, quantitative and organizational skills
  • Ability to communicate in an effective and professional manner with a wide variety of people including grantees, Board of Directors, consultants, and vendors
  • Ability to thrive in a small organization with a three-person staff and to meet unexpected demands with flexibility, a good sense of humor, and a strong work ethic
  • Willingness to recognize and learn from mistakes
  • Resourcefulness and willingness to take initiative
  • Ability to exercise good judgement, discretion and maintain confidentiality

About the Gimbel Foundation

Founded in 1943, the Bernard F. and Alva B. Gimbel Foundation is a private family foundation that provides funding to nonprofit organizations. The Foundation has recently begun the process of spending down and is…

Details at a glance

  • On-site Location
  • Full Time Schedule
  • Professional

Benefits

Compensation/Hours

  • Full-time
  • Salary commensurate with experience; excellent benefits
  • Since March, the Foundation has operated remotely. However, when it is deemed safe the Foundation will be returning to an in-person office.

Compensation/Hours

  • Full-time
  • Salary commensurate with experience; excellent benefits
  • Since March, the Foundation has operated remotely. However, when it is deemed safe the…

Location

271 Madison Avenue, New York, NY 10016

How to Apply

How to Apply

  • Please send your resume and cover letter to:

Dorothy Kadar, Program Officer

Dorothy@gimbelfoundation.org

  • No telephone calls please
  • We will consider each response carefully, but will contact only those individuals whose candidacies we seek to pursue.

How to Apply

  • Please send your resume and cover letter to:

Dorothy Kadar, Program Officer

Dorothy@gimbelfoundation.org

  • No telephone calls please
  • We will consider each response…

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