Administrative Assistant, Grants Payment - New York, United States - Simons Foundation

Simons Foundation

Verified Company

New York, United States

3 weeks ago

Posted by:

Mark Lane

beBee recruiter

Description

The Administrative Assistant, Grants Payment reporting to the Grants Payment Manager, is responsible for supporting various aspects of grant payment processes, including managing the institution certification process and overseeing contact management for the Simon Foundation's grants management systems, which includes sending reminders and delinquent notices, managing user accounts, conducting validation of awardee institution officials and assisting in data cleanup efforts.

They play a crucial role in ensuring accuracy and compliance in grant payments, responding to grantee inquiries and supporting special projects such as data migration.

This position requires strong attention to detail, excellent communication skills, proficiency in grant management systems and the ability to handle sensitive information securely.

ESSENTIAL FUNCTIONS/ RESPONSIBILITIES

Manage institution certification process for the foundation's grants management systems, including review and approval of institution profiles, using GuideStar Charity Check for tax status procurement.
Review and resolve payment holds related to institution or institution official's certifications or tax statuses.
Oversee contact management for the foundation's grants management systems.
Validate institution officials and other institution contacts.
Send internal reminders to ensure monthly reporting deadlines are met.
Send external deliverable reminders and delinquent notices to ensure payments can be processed.
Request, track, and process grant refunds.
Maintain internal project tracking logs.
Document standard operating procedures (SOP) for the grants payments team using ProcessStreet.
Manage project milestones related to the Grants Team and internal users.
Update and maintain internal project tracking logs.
Schedule meetings and prepare agendas as needed.
Support data migration and cleanup.
Prepare reports as needed.
Assist with special projects as needed.
Perform any other duties or tasks as assigned or required.

MINIMUM QUALIFICATIONS
Education

Bachelor's degree

Experience

12 years of fulltime administrative experience
Previous experience in grants, accounts payable, or in sponsored projects administration is preferred.

Related Skills & Other Requirements:

Familiarity with SOP development and adherence
Ability to handle sensitive information with confidentiality and discretion
Strong attention to detail and ability to maintain accuracy in data entry and record keeping
Exceptional written and verbal communication skills are necessary.
Demonstrates sound judgment and discretion with sensitive information
Capable of completing a variety of tasks with competing deadlines
Proficiency in

Microsoft Office:
Word, Excel and PowerPoint

Technical knowledge or familiarity of SmartSimple, ProposalCentral, G Suite and a querybased reporting tools is a plus.

REQUIRED APPLICATION MATERIALS

Please submit a résumé and cover letter describing your interest in this position.

COMPENSATION AND BENEFITS

The fulltime annual compensation range for this position is $57,000 $60,000, depending on experience.
In addition to competitive salaries, the Simons Foundation provides employees with an outstanding benefits package.

The Simons Foundation's Diversity Commitment