About the Role:
The Grants Administration Officer will work across multiple areas of a fast-moving nonprofit to deliver excellent customer experiences. In collaboration with Programs staff, Finance staff and external constituents (e.g. grant applicants, external reviewers) this individual will develop, support, and execute end-to-end grant and competition program timelines and processes that intersect with all of VentureWell’s program areas; streamlining workflows for increased cross-organizational collaboration and efficiency; issue grant awards and modifications; and provide technical support for and expert consultation on development of VentureWell’s grants administration platform. This role requires a combination of domain expertise, technical acumen, creativity, and relationship management skills necessary to maintain and enhance grants management workflows, processes, and systems to deliver innovative solutions to internal partners and customers. Understanding of end-to-end grant-making and contracting principles, strong analytical skills, and the ability to balance multiple tasks are required.
This role will report to the Procurement & Grants Manager.
Responsibilities:
Grants Administration Management (75% of time)
- Support the administration of VentureWell’s grants, competition, and direct subaward program(s), including timelines, workflows, and processes across multiple VentureWell program areas, maintaining accuracy of internal systems and records.
- Under direction of Procurement & Grants Manager, create, develop, launch, and execute all phases of grants and competition workflows, supporting application intake, review, internal and Board approvals, applicant notification, onboarding, contracting, award modifications, and reporting.
- Collaborate with internal departments to develop and update guidelines, application questionnaires, evaluation criteria, and other grant and competition materials.
- Build, launch, and manage Requests for Proposals end to end, including application processing and screening, coordinating reviewers, panel notetaking, and developing and maintaining reviewer guidance and resources.
- Provide responsive, high-quality customer service and technical support to applicants, grantees, reviewers, faculty, institutions, board members, and VentureWell staff, including application guidance, eligibility support, systems navigation, and troubleshooting.
- Correspond with applicants and grantees, helping applicants with navigating VentureWell’s system requirements and eligibility with consistently prompt and excellent customer service.
- Manage and execute grantee, prize winner, and subrecipient notifications, onboarding, awards, and ongoing communication to ensure accurate records.
- Support collection of onboarding documentation to ensure compliance and facilitate timely award disbursement.
- Perform end to end onboarding, compliance review, vendor setup, and contracting for grant recipients and award subrecipients.
- Prepare and deliver routine and ad hoc reports and reconciliations for internal stakeholders related to applications, onboarding, financial commitments and payments, and portfolio management.
Grants Systems Management & Continuous Improvement (20% of time)
- Collaborate to develop, adapt, and document grants administration processes and workflows to meet evolving and changing organizational needs.
- Collaborate to develop, maintain, and organize process documentation and templates supporting application, review, notification, onboarding, and subrecipient award management.
- Serve as a resource to internal teams by fielding and supporting requests for Grants Administration assistance, and helping program staff understand grants, finance, contracts, procurement, and other shared service processes and requirements.
- Flag areas for software improvement in VentureWell’s proprietary grants administration system, troubleshoot issues, and serve in the integral role of Product Expert on the software development & management team.
- Collaborate to optimize grants team software and tools—including organization, templates, automations, and integrations across shared email inbox, Asana workflows, Google Shared Drive, Salesforce, AirTable, and AdobeSign—ensuring effective integration and consistent use, and identifying opportunities for automation and process improvements.
- Maintain the Grants Administration Shared Drive and enforce consistent file organization and record management practices.
- Maintain working knowledge of processes across all contracts team disciplines (compliance, contracts, procurement, and grants) to support aligned policies, cross-training, and improved collaboration and workflow efficiency.
Administrative Management (5% of time)
- Supports training on grants administration policies, systems, and workflows.
What You Bring:
- At least 3 years of related experience within grant administration in a non-profit organization, foundation, or government entity is required.
- Experience in proposal and grant administration design, development and delivery is required.
- Strong project management skills and ability to manage and replicate end-to-end workflows in order to meet deadlines and deliver excellent customer service
- Accomplished written and oral communication skills with an ability to articulate and synthesize information in a compelling and organized manner
- Ability to analyze and interpret data and source material in order to extract key information and deliver compelling recommendations
- Highly adaptable; brings detail orientation to complex and ambiguous situations with enthusiasm and solutions orientation
- High degree of digital fluency using cloud-based office tools such as GSuite, CRMs, team collaboration tools, and other web-based applications; ability to incorporate these tools into day to day work
Across the Board, VentureWell Staff:
- Are able to succeed and thrive in an environment with competing and changing priorities and tight deadlines
- Have track records of and ability to build solid collaborative working relationships, and are proven team players who enjoy a “customer service” orientation to collaboration
- Are committed to embedding equity for all in our internal practices and culture and in our programs in order to live and achieve our mission
- Bring openness and engagement to personal, professional, and organization-wide learning
- Are curious and committed to issues of environmental sustainability
- Are self-starters with excellent attention to detail and a commitment to delivering high-quality work
- Are active learners who independently learn new tools and work processes quickly
- Have excellent written and oral communication skills
Our Benefits:
- An attractive and equitable compensation package, including:
- a salary range of $75,000-$88,000 commensurate with experience and internal equity
- 403 (b) with 200% match up to a maximum contribution from VentureWell of 10% when the employee puts in 5% (eligible after one year of service for the match)
- Medical, Dental, and Vision insurance
- $1,000 home office stipend upon hire
- A true focus on work-life balance with work weeks that reflect that
- It’s our aim for our employees in this position to not work more than a 35-hour workweek
- 20 paid vacation days
- 12 paid holidays
- 12 paid wellness days
*Benefits are reviewed each fiscal year and may be subject to change.
What We Offer:
- A culture where people work intentionally and collaboratively in pursuit of our mission
- Values we believe in
About VentureWell:
VentureWell supports the cultivation of science and technology inventors and the innovation and entrepreneurship ecosystems critical to their success. Since its founding in 1995, VentureWell has funded or trained over 21,000 early-stage science and technology inventors and innovators, resulting in the emergence of more than 7,000+ ventures with groundbreaking technological advancements in fields like biomedicine and healthcare, sustainable energy and materials, and solutions for low-resource settings. The ventures it has supported have raised subsequent funds totaling more than $9.8 billion and are reaching millions of people globally.
Visit venturewell.org to learn more.
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