Grants and Office Administrator



Grants and Office Administrator

Employment Type:

Full time


Bellevue, WA


Dependent on experience and qualifications

Application Contact:

Job Description:

About Us:
We are a private family foundation based in Bellevue, WA. Our mission is to support programs that help children and families reach their highest potential with a specific focus on social emotional development, mental health, medical research, and education. The foundation is a small staff, very collaborative and team-oriented in nature. We expect all employees to embrace and adhere to the foundation values which include integrity, humility, curiosity, self-reliance and compassion.
Position Summary:
We are looking for a full-time Grants and Office Administrator with enthusiasm and passion for philanthropic work to provide grants management and administrative support to the foundation. This position’s main responsibility is to ensure the grants process and office are running smoothly and that all team members have what they need to perform their jobs accurately and efficiently. Another priority of the Grants and Office Administrator is to ensure the integrity of data management and provide accurate and efficient reporting to achieve the Foundation’s mission and goals. This position is a key part of the team and is an excellent opportunity for someone interested in learning the inner workings of a foundation.
Essential Duties and Responsibilities:
Grants Administration
  • Coordinate all aspects of grant making process including corresponding with grantees on proposals, conducting due diligence on potential grantees, maintaining backup documentation and responding to reporting needs.
  • Maintain and update grants database ensuring data integrity.
  • Generate ongoing and special reports as requested.
  • Update grants administration policies ensuring compliance and incorporating best practices.
  • Submit invoices, track payments and reconcile and balance grants management database financial data with accounts payable reports.
  • Oversee monthly backup of database.
Office Management
  • Manage day to day operations of the office, including opening and distributing mail, answering main phone line and managing office supply inventory.
  • Manage working, permanent and archived files (electronic and paper).
  • Maintain and update master calendar and contacts database.
  • Maintain corporate records
  • Work closely with accounting staff to ensure all expense reports, foundation expenses and grants payments are coded properly.
  • Assist with preparation of quarterly financial statements.
Program Assistance
  • Assist with writing, editing and proofreading documents
  • Assist with board meeting preparation and board book development
  • Schedule meetings, prepare correspondence and assist with travel arrangements
  • Assist with special projects upon request
Required Competencies:
  • Passion for philanthropy and the nonprofit sector with a service mindset
  • Bachelor’s degree
  • Superior written and verbal communication skills with ability to communicate complex ideas in a clear and concise manner
  • Exceptional interpersonal skills and demonstrated ability to work effectively and respectfully with all levels of staff, management, foundation board, and external business partners
  • Ability to adhere to strict confidentiality policies
  • Ability to independently manage multiple priorities simultaneously in a timely and efficient manner
  • Strong logic, analytical and problem-solving abilities with solid understanding of data management
  • Exceptional record maintenance and organizational skills
  • Desire to take ownership of projects and ability to thrive in autonomy and make sound decisions with minimal supervision
  • Proficieny with MS Office; Outlook, Excel, Word
Preferred Competencies
  • Master’s degree in public administration or nonprofit field
  • Experience with data management and administration; some exposure to grants administration and/or non-profit organizations a plus
  • Active learner receptive to being coached and with a growth mindset
Physical Requirements:
  • Ability to lift 20 pounds
How to Apply:
Please send a résumé and cover letter to Note that résumés without a cover letter will not be considered.
Apex Foundation
P.O. Box 245
Bellevue, WA, United States
Organization Profile