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Grants Management Administrator
Dennis & Phyllis Washington Foundation in Missoula, Montana
Date Posted 09/05/2022
Nonprofit-Grant Writing
Employment Type Fulltime
Application Deadline Open until filled

Grants Management Administrator

Full Job Description

The Grants Management Administrator is a full-time data and program management position which supports the Executive Director of the Dennis and Phyllis Washington Foundation. The position will report to the Foundation’s Executive Director and Washington Corporations VP Financial Planning & Analysis.

The Grants Management Administrator serves as the Foundation’s “front door” to the grant-making process. The Foundation is an on-line applicant/grantee-centered organization that operates as a pathway for nonprofits seeking grants. The Grants Management Administrator provides initial and on-going communication with applicants/grantees while simultaneously creating and monitoring application processes, grantee reporting, payment schedules, and requirements to ensure consistent grant processing, tracking and compliance. This position will not solicit grants. Responsibilities also include assisting the Media team in maintaining the Foundation’s web content and social media channels.


  • Be the primary contact for grantee relations, providing superior customer service
  • Support grant monitoring strategies directed by the Foundation Executive Director
  • Review grant applications for completeness, eligibility, and compliance
  • In coordination with the Foundation accountant, maintain individual grant payment schedules, balances and payments
  • Manage work-flow process for Foundation grants, to include recurring, multi-year, and nonrecurring, ensuring timeliness, accuracy and historical tracking
  • Maintain electronic grant files that meet legal, auditing and Foundation requirements
  • Prepare grantee documents such as award letters, denial letters and grant agreements
  • Maintain grants management software, Foundant
  • Work with the Executive Director to develop, maintain, and ensure grants management procedures consistently followed, including but not limited to approval process, due diligence procedures, grant reporting, award letters, and grant agreements
  • Communicate grantee activities and progress in achieving goals to through the preparation of written summaries and presentations
  • Coordinate and collaborate with other internal teams, including finance/accounting, IT, marketing and design
  • Conduct research
  • Prepare materials for Board and Committee meetings
  • Participate in the drafting, review and editing of media packets and press releases
  • Coordinate employee involvement events and projects
  • Coordinate marketing for DPWF-sponsored scholarship programs
  • Coordinate company sponsorships
  • Undertake special projects or other duties as assigned
  • Participate in on-going training and professional development

Required Competencies and Skills

  • Bachelor’s degree in a relevant field
  • Proven abilities in data management, analysis, and reporting
  • Excellent organizational, communication, formal letter writing and editing skills
  • Mathematical literacy and understanding of basic accounting concepts
  • Customer service mindset and ethic in relation to all inquiries – internal and external
  • Proven ability to track, manage, and prioritize simultaneous projects and processes
  • Motivated and a team player with a willingness to help where needed
  • Exceptional attention to detail
  • Professionalism and discretion
  • Moderate computer and office skills including MS Office Suite

Preferred Competencies and Skills

  • Experience working with a private foundation or other nonprofit entity
  • Experience with Foundant Grant Lifecycle Manager

Job Type: Full-time


  • 401(k)
  • 401(k) matching
  • Dental insurance
  • Employee assistance program
  • Health insurance
  • Health savings account
  • Life insurance
  • Paid time off
  • Professional development assistance
  • Vision insurance


  • 8 hour shift


  • Non-Profit: 3 years (Preferred)

Work Location: One location

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