The Pittsburgh Foundation

Temporary Part-Time Grants Assistant Reports to: Grants Manager

Position Status: Non-Exempt

The Part-Time Grants Assistant will provide grant processing support by working hand-in-hand with the Grants Coordinator and the Scholarship Coordinator. This position will provide invaluable collaborative support as the first line back-up for the day-to-day processing of grants and scholarships during times of high volume and staff absences and will otherwise reinforce the department to better handle the year-round workload.

This a paid one-year position, with the opportunity to extend beyond should we decide to make the position permanent. The ability to work approximately 15 hours per week and flexibility to set a schedule within regular Monday through Friday business hours is offered, although there will be times when schedule will be dictated by departmental needs. Generally, Mondays are of high importance, as are the months of August and December.

Work collaboratively with the Grants Coordinator to:

  • Assist Donor Services Officers with inquiries.
  • Assure that grants from donor-advised funds move properly and efficiently from donor recommendation through grant award payment and follow-up.
  • Assist with annual designated grant distributions, including verifying distribution amounts, grantees, payment schedules, special conditions and charity checks.
  • Assist with quarterly Program grant cycles, including verifying charity checks on grantee organizations, creating encumbrance and proposal batches and sending declinations.
  • Utilize Foundant and GrantEdge platforms to process grant awards:
    • Verify 501(c)(3) tax status and contact information for all recommended grantees.
    • Review funds database to verify grant-making information, including spending capacity, special requests and conditions.
    • Generate grant agreements for grants more than $25,000 and monitor receipt of grants agreements for payment. 
    • Create grants.
    • Generate award letters.
    • Create encumbrance batches for posting approval by Grants Manager.
    • Create weekly check-run batches for grant payments.
    • Generate weekly grant payment report and verify letters against report.
  • Process follow-up reports and contact grantees when their reports are past due.
  • Process grant refunds/voids/cancels.

Work collaboratively with the Scholarship Coordinator to:

  • Assist students with inquiries.
  • Assist scholarship committee members with inquiries.
  • Update the Foundation’s website and online scholarship portal to reflect new funds, changes to existing funds and applications.
  • Manage scholarship committee records in the Raiser’s Edge platform, including creating and regular updates of committee records and members.
  • Check applications for completeness and eligibility.
  • Utilize the online scholarship portal to:
    • Engage scholarship committee members in use of portal for review purposes.
    • Communicate with applicants regarding the completion of their applications.
    • Manage the dashboard to ensure approval and declination of applications and appropriate correspondence.
  • Process scholarship awards:
    • Create scholarship grants.
    • Generate scholarship award letters to students.
    • Verify that all pertinent backup documentation has been received.
    • Create scholarship encumbrances batches.
    • Communicate with Grants Coordinator on volume, timing and correspondence for scholarship payments.
    • Tracking missing payments and request cancels/voids/reissues when required.
    • Ensure records are complete, accurate and properly stored.
  • Notify eligible scholarship recipients about renewal process.
  • Assist with scholarship committee meetings and serve on committees as needed.

Other responsibilities include:

  • Maintain data integrity and accuracy in all of the Foundation’s repositories of information.
  • Other duties and projects assigned by Grants Manager.

Position Requirements

  • The ideal candidate will have an interest in pursuing a career in the nonprofit sector and has an interest in the operational functions of a large foundation to gain understanding and prospective on administrative procedure, legal and accounting compliance.
  • 3 years of administrative or non-profit experience

To Apply

Interested applicants should submit their resume and a cover letter stating their interest to jobs [at] pghfdn.org. No phone calls please.

About The Pittsburgh Foundation

Established in 1945, The Pittsburgh Foundation is one of the nation’s oldest community foundations and is the 13th largest of more than 750 community foundations across the United States. As a community foundation, our resources comprise endowment funds established by individuals, businesses and organizations with a passion for charitable giving and a deep commitment to the Pittsburgh community. The Foundation has approximately 2,000 individual donor funds and, together with its supporting organizations, assets of more than $1 billion.  Grantmaking from the funds benefits a broad spectrum of community life within Pittsburgh and beyond, with more than 2,000 grantees receiving funding annually. The Foundation typically awards grants of more than $40 million each year. Grantmaking from the Foundation’s discretionary funds leverages a broad range of resources and enables the Foundation to be an important change agent for the region. Approximately 85 percent of all grant-making dollars stay within the Pittsburgh region.

THE PITTSBURGH FOUNDATION IS AN EQUAL OPPORTUNITY EMPLOYER COMMITTED TO DIVERSITY AND INCLUSION.