Grant Assistant
Job Details
FPHNY Corporate - New York, NY
Full Time
$42,000.00 - $47,000.00 Salary/year
Grant Assistant

The Fund for Public Health in New York City, (FPHNYC) is a 501(c)3 non-profit organization that is dedicated to the advancement of the health and well-being of all New Yorkers.  To this end, in partnership with the New York City Department of Health and Mental Hygiene (DOHMH), FPHNYC incubates innovative public health initiatives implemented by DOHMH to advance community health throughout the city. It facilitates partnerships, often new and unconventional, between government and the private sector to develop, test, and launch new initiatives. These collaborations speed the execution of demonstration projects, effect expansion of successful pilot programs, and support rapid implementation to meet the public health needs of individuals, families, and communities across New York City.



The Grant Assistant is part of the Grants Management team, which supports and advances the Health Department’s work by leading post-award administration for a variety of grant-funded projects. Reporting to the Director of Grants and Contracts and working closely with a team of Grant Managers, the Grant Assistant plays an essential role in ensuring smooth grant operations, timely processing, and accurate record keeping. The ideal candidate will be well organized and detail-oriented with a proven ability to multi-task and manage time well. The Grant Assistant must also be adaptable and flexible, as some duties and responsibilities will evolve based on project needs.



The Grants Assistant will support FPHNYC’s Grants Management team with efficient, effective and proactive handling of a wide variety of tasks related to post-award administration. Key responsibilities will include:



    • Assist with the coordination, release and administration of competitive solicitations, including posting opportunities to the FPHNYC website, reviewing applications and maintaining the bid timetable. Serve as primary contact for RFP inquiries.

    • Coordinate, track and process requests for grant supported travel. Serve as primary contact with travel agent. Review and submit travel reimbursements.

    • Assist with preparing and executing sub-contracts and other procurement agreements, including purchase orders and catering requests. Support Grant Managers to review appropriate supporting documentation in order to request and submit contract payments.

    • Assist Grant Managers with contract closeout actions in a timely manner including but not limited to contractor notifications, updates to the Contract Database, and de-obligation of funds.


    • Coordinate and track work orders and engagements for temporary staff in partnership with Human Resources.

    • Review temporary staff invoices and submit requests for payments in a timely manner.

    • Work closely/coordinate/troubleshoot with FPHNYC Finance Department and vendors to make sure payments are processed promptly and accurately.


    • Track expiring contracts, generate status reports, and ensure timely closeout.

    • Ensure timely completion of time and effort reporting and review for accuracy.


  • Assist with data entry and data base management.

  • Assist the Director of Grants and Contracts to document and improve grants management processes and procedures.

  • Aid in the creation and maintenance of forms and templates.

  • Assist with scheduling meetings and trainings.

  • Participate in professional development opportunities to stay up to date on developments in the grants managements field.

  • Other tasks or duties as assigned.

  • BA/BS Degree (or equivalent) plus 1 year of office experience; grants related experience a plus

  • Strong time management skills; ability to prioritize tasks effectively.

  • Exceptional attention to detail and task follow-through.

  • Strong writing skills, including proofreading and editing.

  • Able to work independently and support a team in fast-paced, deadline driven environment.

  • Able to communicate and liaise effectively and diplomatically with colleagues across all levels of the organization.

  • Comfortable working in a small office environment where hard work, a sense of humor, and flexibility are highly valued.

  • Intermediate to advanced skills in Office 365 suite (particularly SharePoint, Teams, and Excel).


FPHNY offers a comprehensive benefits package including an excellent work life balance.  The salary range for this position is $42,000-$47,000 commensurate with experience.


To apply, send Resume, with Cover Letter, including how your experience relates to this position. We ask that you do not contact our staff directly and no phone inquiries please. Applicants who best match the position needs will be contacted.


The Fund for Public Health in New York City is an Equal Opportunity Employer and encourages a diverse pool of candidates to apply.