Grants Assistant

Job Title: Grants Assistant 

Department: Grants Management & Learning (GM & L) 

Employment Status: Non-Exempt 

Location: Oakland, CA, hybrid work schedule and regular attendance for in-person meetings and grantee activities in Oakland, CA is required. Not a remote position.  

Reports to: Director of Grants Management & Learning 

ABOUT THE FOUNDATION  

The Kenneth Rainin Foundation (Rainin Foundation) is a family foundation that collaborates with creative thinkers to enhance quality of life by championing the arts, promoting early childhood literacy, and supporting research to cure chronic disease. Founded in 2008, the organization believes in taking smart risks to achieve breakthroughs. Today, with a team of over 30 and total annual grants of approximately $19.0 million, the Foundation supports visionary artists in the Bay Area, creates opportunities for Oakland’s youngest learners, and funds researchers at the forefront of scientific discoveries to cure chronic disease. Through grantmaking and operations, the Foundation embraces the values of collaboration, interdependence, creativity and equity. Inherent in our core values is a belief in compassion, respect, humor, and joy.  

ABOUT THE TEAM 

At the Kenneth Rainin Foundation, Grants Management & Learning (GM & L) is more than a function. It's a crucial pillar that stewards a compliant, efficient, equitable, and interconnected grantmaking and learning practice. The three-person team of the Grants Assistant, Grants & Learning Officer, and Director of Grants Management & Learning Officer is responsive to the learning and strategic needs of the Foundation's applicants, grantees, staff, and external collaborators. GM & L, in close collaboration with the Communications, Finance, Programs, and Executive Teams, plays a pivotal role in actualizing the Foundation's mission and values. 

ABOUT THE POSITION  

The Grants Assistant will be the latest member to join the GM & L team. The role reports to the Director of Grants Management & Learning and will be responsible for providing tactical and operational assistance related to the grant-making process, knowledge management, data analysis, and training functions for the GM & L team. Besides, the Grants Assistant will also provide administrative support to the GM & L team.     

KEY RESPONSIBILITIES:  

Grants Management 

Under the supervision of the Director of Grants Management & Learning, work to ensure that Foundation grantmaking is smoothly implemented, including; 

• Supports the Foundation’s online application and reporting system, including receipt of complete applications, reports, and award documents in collaboration with Program staff, as needed; 

• Provides exceptional customer service to applicants and grantees to facilitate their grant application, award, and reporting and their use of the Foundation’s online system; 

• Creates grant agreements for all programs to ensure grantee compliance with legal requirements and internal policies. 

• Verifies grantee IRS and NGO nonprofit status and assists in monthly payment processing;  

• Works with Program teams to manage grantee reporting, reviewing for completeness, and following up with grantees on outstanding issues; 

• Documents grant management policies and procedures; 

• Supports the Director of Grants Management & Learning in ensuring compliance with IRS regulations and Foundation requirements for grantmaking; 

• Creates and maintains electronic grant files that meet legal, auditing, and Foundation requirements. 

Knowledge Management & Learning 

Optimizes the functionality and utility of the grants management database system in service to the Foundation’s grantmaking, knowledge management, learning and evaluation, under the direction of the Director of Grants Management & Learning, including: 

• Ensures data integrity and accuracy in the Grants Management System (GMS).  

• Uses grants data, data visualization and other tools to interpret, report and present the Foundation’s grantmaking for internal and external audiences; 

• Helps to develop and implement quality control procedures to safeguard the accuracy of the grants data; 

• Supports the GM Team in developing and training the Board, Executive Team and Staff on the GMS and other grants management topics.   

• Creates reports and dashboards, advise and assist staff in database searches;  

• Provide grants information for posting to the Foundation’s website and to external partners, including Candid. 

Administrative 

• Provides administrative support to the Director of Grants Management & Learning including preparing expense reports and credit card reconciliations, processing payments, scheduling meetings and phone calls, as well as other duties as assigned;  

• Provides project support to the GM & L Team; initiates and oversees other activities and projects as assigned;  

• Coordinates team calls and team calendaring, as appropriate; schedule & plan logistics of on-site and off-site meetings for both internal and external participants. 

Collaboration and Leadership 

• Facilitates transparency and cross-departmental communications among Foundation teams; 

• Participates in and leads meetings to produce collaborative work products & improve processes; 

• Participates actively in staff meetings and cross-departmental teams; 

• Serves on Foundation-wide working groups and task forces; 

• Maintains best practices in the field by attending workshops, webinars, and conferences; and 

• Participates in PEAK Grantmaking and other field-wide organizations.  

We’re looking for someone 
who brings…  

• 3-5 years of relevant professional experience. 

• Previous database management experience 

• Proficiency in Microsoft Word, Excel, Outlook and PowerPoint. 

• Experience working with an online grants management system is preferred.  

• Exemplary written and verbal communication skills. 

• Rigorous attention to detail and analytical skills. 

• Strong administrative and project management skills and experience. 

• Comfort with quantitative data, budgets, and financial information. 

• A pro-active, collaborative attitude and a desire to grow one’s own cultural competence and a dedication to participate in the Foundation’s work to integrate justice and equity into all facets of our work. 

who is…  

• Able to take initiative and drive work with moderate supervision and guidance. 

• Intentional about creating order, ensuring deadlines are met, and planning ahead. 

• A strong team player (no job is too small or too big); 

• Flexible, has a sense of humor, and can work in ambiguity.  

• Emotionally intelligent and able to build strong relationships that inspire openness and trust. 

• Passionate about the “how” of grantmaking and the field of grants management;  

• Committed to the Foundation’s mission and open-minded and committed to honest, candid conversations and self-reflection about race, racial justice and equity; 

• An active and supportive participant in building and maintaining a collaborative and inclusive workplace culture; 

• Intellectually curious, insightful, and resourceful. 

• Able to handle confidential information with complete discretion. 

COMPENSATION AND BENEFITS  

The salary range for this position is $68,000 - $75,000,  commensurate with qualifications and relevant experience. Rainin offers a comprehensive benefits package that includes Medical, Dental, Vision, Life Insurance, and Long -Term disability at no cost to the employee. 12% contribution to your 401K, paid winter break every December, and generous paid time off policies. Detailed information and terms about our benefits are available upon hire.  

HOW TO APPLY 

Please submit your resume with a cover letter explaining how your interests and background align with this position.  

NOTE TO APPLICANTS

Applicants with disabilities may be entitled to reasonable accommodation under the ADA and related state laws. A reasonable accommodation is a change in how things are typically done, ensuring an equal employment opportunity without imposing undue hardship on the company.  Please contact our HR team if you need assistance with the application process. 

Are you excited about this role but don’t meet every single requirement? The Rainin Foundation is committed to fostering a learning organization and building a diverse, inclusive, and authentic workplace. If you’re excited about this role but your experience doesn’t align perfectly with every qualification listed, we encourage you to apply anyway. You may be just the right candidate for this or other future roles.

Rainin embraces diversity. Our team is strengthened by hiring and retaining employees with diverse backgrounds, skills, ideas, and perspectives. We make hiring decisions based on merit and do not discriminate based on race, religion, national origin, gender identity or expression, sexual orientation, age, marital, veteran, or disability status.