This position provides professional support for the many grant-making processes that occur within the organization. The associate manages the day to day details of the grant operations, systems, and workflow.
Key Duties & Responsibilities:
GRANTS ASSOCIATE WILL BE RESPONSIBLE FOR PERFORMING THE FOLLOWING DUTIES AND TASKS.
• Ensure a transparent process for the entire grant life cycle, from request to close. This entails pre-award management, tracking payments, reviewing or producing relevant reports, monitoring and post-award management.
• Manage the review of funding requests.
• Field questions for organizations regarding the grant process; respond as appropriate or refer to program staff.
• Generate grant, financial, program and other reports as requested for committees and staff.
• Draft correspondence templates, including award agreements, to support the annual review of materials by appropriate parties.
• Manage communications with grantees and applicants, where appropriate on technical support and compliance-related information.
• Design and improve the Jewish Federation’s use of the grant management database (including structure, award templates, etc.). Particular emphasis on streamlining and automating processes to improve workflow and efficiency.
• In coordination with program and fundraising staff, help shape standards and deadlines for proposals, including required documents, and fields to be added/tracked in grants management system.
• Analyze the data within the grants management system and make recommendations to improve grant-making and to contribute to the program team’s learning efforts.
• Maintain annual grants management calendar.
• Maintain relevant electronic and paper records. Conduct periodic audits to ensure quality and completeness of data entered.
• Planning, examining, analyzing and/or overseeing matters of security and incident response for the Jewish Federation of Greater Philadelphia and act in a similar capacity as an advisor to community agencies, day schools and synagogues.
• Create and implement procedures, plans and policies for prevention, detection, protection and mitigation strategies related to safety.
• Serve as a resource for our community agencies, day schools and synagogues. Recommend upgrades and improvements in security operations, protocols and procedures where needed.
• Review, analyze and disseminate intelligence reports and relevant information regarding security.
• Perform regular audits of safety and security compliance at all Jewish Federation of Greater Philadelphia campuses.
• Develop a strong relationship and coordinate security protocols with police, fire, local and national public safety organizations, State and Federal agencies including Jewish Federation of North America’s special initiative, the Secure Community Network (SCN).
• Monitor information related to terrorism and public safety.
• Meet with public safety representatives and attend meetings of organizations concerning security matters.
Meet on a regular basis with the CEO/President for periodic direct updates.
• Oversee the identification and access control program at 2100 Arch Street.
• Act as resource to senior Jewish Federation management on all security matters.
• Respond to emergencies and incidents (injuries, accidents and public protests, etc.)
• Coordinate messaging as necessary, with the Chief Executive Officer and the Chief Marketing Officer.
• Ensure emergency contact lists are maintained.
• Conduct regular emergency preparedness tests, drills, meetings and trainings including fire drills, lockdown drills, bomb threats, evacuations, etc.
• Arrange security services for functions, events, visiting dignitaries as needed.
Education, Knowledge, Skills & Abilities:
SUCCESSFUL CANDIDATES WILL HAVE THE FOLLOWING SKILLS AND EXPERIENCES
• One to three years professional experience in a foundation and/or non-profit, preferably in a grant management related role.
• Bachelor’s degree required, preferably in accounting or finance.
• Knowledge of rules and regulations applicable to non-profits and foundations.
• Superior organizational skills and detail-oriented with attention to accuracy, deadlines, and ability to prioritize.
• Keen analytical and critical thinking skills; an eye towards system improvements.
• Demonstrated ability to find solutions and strengthen processes and practices for maximum impact.
• Strong customer service orientation, particularly when working with grantees. Comfort to interact respectfully with people of diverse backgrounds, perspectives, and cultures.
• Proficiency in Microsoft Office Suite and experience with grants management systems.
• Demonstrated ability to produce deliverable accurately, with minimal oversight, reliably, and in a timely manner.
• Associates degree, or 7+ years in successively responsible roles in security administration/management role
• Demonstrated ability to remain calm and effectively manage during an emergency and/or crisis
• Blend of strategic, tactical and diplomatic acumen
• Experienced in using relevant technology such as CCTV, Building Annunciators, etc.…
• Excellent communication and interpersonal skills; including the ability to coach and instruct tenants in security procedures
• Proven experience in emergency response planning including preparation of security operating procedures.
• Ability to carry out responsibilities in an organized and efficient manner
• Access to a car and willing and able to travel to multiple sites owned, managed and supported by the Jewish Federation of Greater Philadelphia
• Strong analytical skills
• Strong working knowledge of programs such as Word, Excel, PowerPoint and Google based mail/calendar
• Ability to work occasional nights and weekends