Assistant Grants Manager


EMPLOYMENT TYPE

Full-time

UNIT

Development

OPEN DATE

08/01/2022

Position Summary:

The Assistant Grants Manager is responsible for managing the execution of foundation and government grant and contract awards. The position reports to the Chief Development Officer.

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Essential Duties and Responsibilities

Grant Administration and Implementation (75%)

  1. Provide support to ensure the implementation and execution of awarded grants.
  2. Coordinate and maintain a schedule of upcoming grant opportunities
  3. Support the preparation and management all grant proposals for various foundations and government agencies.
  4. Coordinate with various staff and perform research on all programs.
  5. Serve as liaison with foundation and government agencies regarding the proper implementation of grant awards and any possible modification requests. Assist Grant Manager setting up conference calls and site visits with Foundations for potential opportunities (pre-grant proposal) or proposal under review.
  6. Coordinate with project lead to prepare appropriate reports for all funders and ensure work within deadline and ensure compliance to all contracts.
  7. Perform all government audits on grant related information and prepare reports for all expenses.
  8. Monitor and track all grants and contracts to ensure work within deadline and manage work according to requirements.

Proposal support (25%)

  1. Collaborate with Grants Manager and Development Department on proposals.
  2. Work closely with Grants Manager and Project Managers to develop budgets for new and existing programs.
  3. Assist Grants Manager by preparing past grant performance for the preparation of foundation and government grants submissions.
  4. Prepare selected grant proposals for submission to funders.

 

Staff members must be able to work with visitors of all ages to support the various events sponsored by JANM. Each staff member will be expected to work on a minimum of three museum-wide events per year: 

  • JANM’s Gala and Online Auction—(off-site) typically held in the Spring (April-May) 
  • Oshogatsu Family Festival (January)
  • Natsumatsuri Family Festival (August)


This list is not exhaustive and may be supplemented as necessary.  Incumbent will perform related duties as assigned.

Knowledge, Skills, and Abilities

Qualification Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions outlined above. 

Education

Bachelors’ degree in accounting or finance preferred; or an equivalent combination of education and experience.

Experience/Knowledge

At least 2 years of Grant administration and compliance experience and at least one year of finance or accounting experience, prior work in a museum or non-profit highly preferred. Prior experience in technical or professional writing, specifically for fundraising is preferred. Willingness to learn and apply new skills. Ability to multi-task and prioritize work on simultaneous projects. Ability to work well under pressure to meet deadlines. Excellent organizational skills and be detail oriented. Strong proofreading skills. Professional phone manner is essential. Ability to work in a fast paced team-environment, be a self-starter. Demonstrate commitment and flexibility at all times in order to ensure high quality service. Ability to adjust and provide appropriate action when unanticipated need arises. Knowledge of Japanese American history and culture a plus.

Communication

Excellent communication and negotiation skills. Must be able to provide courteous and effective service to co-workers, volunteers, and the general public. Ability to read analyze and interpret general business periodicals, professional journals, technical procedures, or government regulations. Ability to read and comprehend documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine grant and business reports and correspondence. Ability to effectively present information in one-on-one and small group format and respond to questions from managers and outside organizations.  

Computer

Computer literate, Internet savvy, and experience with MS Office, accounting software, Altru, and Gmail preferred, speed and accuracy are essential.

Math

Ability to calculate figures and amounts such as discounts, interest, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

Reasoning

Act on own initiative. Must be able to comply with institutional policies and procedures. Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Perform successfully when juggling and re-prioritizing multiple assignments in a fast-paced, changing work environment. Reliable follow-through on assigned projects in a complete, well conceived, and timely manner. 

Physical

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls. The employee frequently is required to talk or hear. The employee is occasionally required to stand, walk, sit, reach with hands and arms, climb or balance, and stoop, kneel, crouch, or crawl.

The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.
 

Environment

The work environment characteristics described here are representative of those the employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

Employees working on site are required to be fully vaccinated and boosted for COVID-19 when eligible.

 

The Assistant Grants Manager is a regular, full-time position. Please note, however, that this is an at-will position, meaning that your employment may be terminated at any time, with or without notice, and with or without cause. There is, in other words, no guarantee that you be employed until any date in the future. 

REPORTING RELATIONSHIPS

Reports To: Chief Development Officer

Positions Supervised: None