Posted on February 2, 2013

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Grants Assistant

The Proteus Fund is seeking a part-time Grants Assistant. The Grants Assistant will form a critical component of the organization’s structure. S/he will be required to work in Proteus Fund’s main office located in Amherst, Massachusetts.

The Grants Assistant works in cooperation with Proteus Fund staff, interns and consultants to facilitate the process of awarding approximately 200 grants annually. S/he will report to the Grants Manager and assist with managing all grant-related activities from initial inquiry from grantseekers to grant closure. The Grants Assistant will work with a variety of Proteus Fund programs and private family foundations. Her/his responsibilities include:

Grantmaking

• Assist with the grantmaking process and providing links between program, finance and other administrative staff so that all grantmaking activities are smoothly implemented
• Assist with implementation and maintenance of grants management software and integrity of data
• With Grants Manager and Program Officers, assist in the docket preparation and editing process for board and committee meetings
• Respond to grantseekers’ requests for information and assist with the application process
• Develop a good working understanding of each program’s goals and strategies, and what each program will consider funding
• Manage data entry of all proposals received and save all proposals to Proteus Fund intranet
• Acknowledge receipt of proposals and maintain systems for tracking proposals within the office
• Coordinate routine correspondence with grantees, applicants and others
• With Grants Manager and Program Officers, monitor proposals as they move through the review process, and identify and collect outstanding application materials
• Coordinate the planning and execution of grants and advisory committee meetings
• Assist with preparation and disbursement of grant agreements and award letters as needed
• Manage grantmaking for Donor Advised Funds and provide reports to donors as needed
• Distribute declination letters
• Maintain system for collecting and tracking receipt of grantee reports
• Provide reports and respond to inquiries and grants histories as requested
• Maintain electronic files related to all aspects of the grants cycle, including: grant application materials, grant agreement and disbursement, correspondence with prospective grantees and program staff materials related to grant recommendation and declinations
• Maintain grantee and grants committee contact lists
• Keep informed of the “best practices” in the grants management field and recommend improvements to the grants management process
• Provide back up for the Grants Manager

Events Coordination

• Manage all logistics related to grantmaking meetings
• Secure and contract with meeting venue (meeting space, accommodations, a/v, food)
• Develop event budgets and monitor expenditures
• Assist in producing invitations, disburse invitations
• Manage RSVP Lists
• Manage preparation and copying, packing and mailing of meeting materials

General Administration

• Participate in the general administration of Proteus Fund. Attend staff meetings, staff retreats and board meetings as needed or requested
• Upon request, provide assistance with writing, editing and proofreading for materials of a general nature, or materials of another program area
• Coordinate and participate in Proteus Fund special events or projects as needed or requested
• Respond to routine inquiries via phone and e-mail

Partnerships

• Provide the Executive Director, Partnership Officers and Program Officers with data for the creation and submission of proposals to a variety of donors and funders as requested

Proteus Fund Board of Directors

• Provide support to Proteus Fund’s Grants Committee and program specific advisory boards and committees
• Attend meetings for the Board of Directors and Proteus Grants Committee as necessary

Finance

With Grants Manager and Director of Finance and Administration, assist with grants and financial data reconciliation and preparation for annual audit

Communications

• Assist with maintenance of the grant related portions of the Proteus Fund Website
• As needed and when appropriate, represent the Proteus Fund to other foundations, associations and grantees

Other

• Participate in Grants Managers Network and other professional development opportunities
• Occasionally attend Proteus grantmaking meetings
• Additional duties of similar complexity will occasionally be required

Supervised By: Grants Manager

Work Hours: This is a part-time position requiring 24 hours per week. Additional hours are occasionally required. Work generally occurs Monday through Friday between 9:00 a.m. and 5:00 p.m. Evening and weekend hours are infrequently required. It is our hope that this position will grow to a full-time position in the next year.

Compensation: Proteus Fund offers competitive salary and fringe benefits, including a generous amount of vacation, holidays, sick leave, health insurance, short and long term disability insurance, life insurance and employer contribution to a retirement plan.

Required Background and Skills: Knowledge of and experience in philanthropy and the nonprofit sector and application of best practices in grantmaking; analytical capabilities; high ethical standards; strong written and verbal communication skills; attention to detail and high degree of personal organization; ability to manage a fast-paced heavy workload; ability to problem solve and exercise good judgment; ability to work independently; sense of humor and ability to work in a team approach to get things done. Understanding of current IRS regulations related to grantmaking and familiarity with grants management software a plus. A bachelor’s degree or two to four years experience in a relevant nonprofit setting are indicators of appropriate ability.

Proteus Fund believes that one of the greatest strengths of community is the rich diversity of its residents in race, religion, national origin, ethnicity, gender, sexual orientation, gender identity and expression, marital status, age, height, weight, and physical ability. Proteus Fund affirms publicly its moral and legal commitment to a policy of equal opportunity and non-discrimination in employment.

PROTEUS FUND
15 Research Drive, Suite B
Amherst, MA 01002
Tel 413.256.0349

http://www.proteusfund.org

hr@proteusfund.org

Application Instructions

Interested candidates should submit a letter of interest with Subject Line: Grants Assistant Application, a resume and contact information for three references. Our preference is to receive all materials via email at hr@proteusfund.org. Applications received by February 15, 2013 will be given priority consideration.