Job Description

Grants Administrator

Employment Type: Full-Time, Non-Exempt

Supervisor: Scientific Programs Officer (SPO)

Organization’s Mission: Founded in 1965, the American Occupational Therapy Foundation seeks to advance the science of occupational therapy to support people’s full participation in meaningful life activities.

Position Summary: The Grants Administrator is responsible for coordinating the development, administrative management, reporting and closeout of grants. He/She provides administrative advice and support services to designated program staff, grant reviewers and grant applicants/awardees. The Grants Administrator will ensure that the Foundation’s grant-making and related processes, documents, procedures and implementation are executed professionally, efficiently, on schedule, and in a manner consistent with best practices.

Primary Job Responsibilities:

• Administers all components of the grants cycle at all stages, including application processes (i.e. receiving, assessing, tracking, documenting all inquiries and/or proposals), grant review, grant documentation and grant compliance (assuring that submitted documentation meets all requirements).
• Maintains accurate and timely records of all grants and grants related activities, including, maintaining the online database and physical grant files ensuring the accuracy and integrity of data as well as grantee relationship history.
• Provides technical assistance to grantees & reviewers with online application and reviewing processes.
• Reviews & sends all invitation and other grant related emails/letters to grantees and reviewers.
• Assists with required research pertinent to grant due diligence, ongoing review, and close-out analyses.
• Works with Scientific Programs Officer (SPO) to coordinate and maintain current grant cycle calendar.
• Assists with the preparation of grant related materials, as needed, for any official and/or Board Meetings.

• Assists SPO with grant development work and writing of required grant reports.
• Provides support to the SPO, Academy of Research, Scientific Advisory Council, and the Scientific

Review Group through scheduling of meetings, organizing necessary documentation, and maintaining communication.

• Provides support to the Chief Executive Officer in creating committee roster, scheduling meetings, generating and organizing documents requested for the Planning Grant Collective.
• In collaboration with the SPO, works with the Director of Communications & Marketing to maintain research web pages as needed.
• Other duties, as assigned, aligned with AOTF’s strategic objectives.

Education and Experience:

• Bachelor’s degree or equivalent experience.
• At least three to five years office/administrative experience, preferably in a nonprofit organization setting.
• Prior experience in grants administration and/or research support desired.

Skills Required:

• Sound judgment and confidentiality.
• Excellent interpersonal and teamwork skills. Ability to work independently.
• Flexibility and a tolerance for ambiguity.
• Excellent organizational, time management, oral/written communication and critical thinking skills.
• Must be detailed oriented, able to coordinate multiple projects simultaneously, and able to collaborate effectively with various internal and external constituents.
• Superior customer service skills
• Maintains professional demeanor.
• Proficient with Microsoft Office Suite software, including Outlook, Excel, Word, Publisher, PowerPoint, and desktop database programs.

• Knowledge of online grant/ research platforms like SurveyMonkey, Qualtrics etc.
• Proficient with Zoom and/or other online meeting / webinar software.
• Knowledge of standard office equipment, including but not limited to computers, copier, scanners, smartphones, etc.

Working Conditions:
This position is a full-time, non-exempt position. Position will be in-person and based at the AOTF headquarters in Rockville, MD. This is NOT a remote position. Position may be eligible to work remotely one day per week after introductory period.

Benefits:
Paid vacation & sick time, 401K employer match, HSA.

Application Instructions:
If you are interested and qualified, please send: (1) cover letter summarizing qualifications, (2) resume, (3) salary requirements, and (4) contact information for three (3) persons with current knowledge of your character and qualifications to: Jeanne Cooper, Chief Operating Officer, AOTF at HRDept at aotf.org. No phone calls please. Review of applications will begin immediately and continue until the position is filled. Only applicants who have submitted requested information and those to be given further consideration will be contacted.

AOTF is committed to equal employment opportunity and does not discriminate on the basis of age, disability status, race, gender, nationality, ethnicity, sexual orientation, or religion in its hiring practices.

Individuals with disabilities, veterans, LGBTQ+, women and minorities are encouraged to apply. AOTF complies fully with the employment laws of the State of Maryland and subscribes to best practices as an at-will, non-profit employer.

Job Type: Full-time

Pay: $55,000.00 - $60,000.00 per year

Benefits:

• 401(k)
• Health insurance
• Paid time off

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Rockville, MD 20852: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Office, administrative: 3 years (Preferred)

Work Location: One location

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