Job Description

Position Summary:

Assistant Grants Manager (AGM) is a key position in the Terra Foundation for American Art's grants management team. The AGM will work full-time (35 hours per week) to help manage the foundation's day-to-day grant operations and will serve as the primary administrator of the grants management system (Fluxx). As primary contact for grant-related information, the AGM ensures that the grant management processes and systems are efficient and meet the needs of staff and prospective and current grant partners. The role is considered a thought-partner for the Grants Management team and Program team, helping to align the grant process with TFAA's strategic direction. The ideal candidate will have exceptional project management experience, analytical and communication skills, a strong understanding of process and change management, a dedicated work ethic, and enthusiasm for continuous improvement.

Major Responsibilities:

Grants/Program Administration

• Serve as primary staff responsible for data integrity, data retrieval, and report generation within GMS (i.e., maintain records to meet legal, audit, and foundation requirements).

• In partnership with the Grants Management Team, manage data to track grant cycle (i.e., scheduling payments and grant requirements, maintaining and updating dashboards for staff)

• Conduct preliminary due diligence on all applications, including verifying eligibility and compliance with Foundation policies and practices.

• Serve as a point of contact for potential grant applicants, providing technical support and guidance regarding the online grant application system, deadlines, eligibility requirements, etc.

• Assist in assessing grant applications and reports, reviewing for completeness, and following up as needed.

• Generate the monthly Grant Payment Report and confirm completion of payment requirements.

• Send communications to grant applicants through GMS during grant cycle and work with Communications Team upon request.

• Assist with the compilation and assembly of board materials.

• Administer the Board Designated Contributions.

Data, Evaluation, and Reporting

• Create and maintain dashboards and reports necessary for staff to access grant lifecycle status, evaluation data, and budgetary information.

• Assist with technical support and training related to GMS and other systems for staff.

• Provide support for the GMS administrative responsibilities .

• Ensure database functions align with grant lifecycle processes.

Administration/Other

• Monitor multiple email inboxes by processing incoming and outgoing written correspondence.

• Serves as back-up to the Grants Data Associate and Director, Grants Administration and Operations.

• Participate in Foundation-wide and Grants Management-related professional development activities. Share learnings and best practices to improve systems and processes for applicants, grantees, and staff.

• Other duties as assigned.

Qualifications and Experience:

• Two or more years of work experience with grant making and/or related experience

• Experience with grant management systems, particularly Fluxx

• Comfort with technology and an aptitude for learning new software.

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint and Outlook).

• Data analysis capability and ability to maintain integrity of data within the GMS.

• Attention to detail with the ability to manage multiple projects simultaneously.

• Written and verbal communication skills including the ability to communicate technical concepts to technical and non-technical audiences.

• Team player with effective interpersonal and collaborative skills.

• Dependable, flexible, and able to work independently.

What is the term, time commitment, and compensation?

Reporting to the Director, Grants Administration, and Operations, the position will be a full-time (35 hours a week) role with a salary range of $70,000-75,000 commensurate with experience, including benefits (health care, dental and vision coverage, 403(b) savings plans, paid vacation time, paid sick time, and more). The Terra Foundation currently operates on a hybrid in-office/remote work model.

About the Terra Foundation for American Art

The Terra Foundation for American Art, established in 1978 and having offices in Chicago and Paris, supports organizations and individuals locally and globally with the aim of fostering intercultural dialogues and encouraging transformative practices that expand narratives of American art, through the foundation's grant program, collection, and initiatives. Learn more about the foundation.

Terra Foundation Values

We support approaches that collectively advance whole and inclusive histories of American art through a plurality of perspectives and commit to practices where all people belong, are valued, and are treated fairly. We seek to transform and expand how the story of American art is told—through the histories represented, artists and voices included, interpretive perspectives employed, methods of collaboration used, audiences engaged, and intercultural dialogues convened. We encourage applications from candidates who may contribute diverse perspectives to the foundation and help to advance its mission.

The information contained in this job description is intended to convey information about the essential functions and requirements of the position. It is not an exhaustive list of skills, efforts, duties, responsibilities or working conditions.

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