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May 10, 2021

Operations Assistant Job Description

REPORTS TO: Director of Grantmaking and Community Investment  

STATUS: Full Time, exempt

American Savings Foundation: American Savings Foundation is an independent charitable foundation dedicated to strengthening the community by supporting education, human services, and the arts, with a particular emphasis on the needs of children, youth, and families, through grants to community organizations and college scholarships.

POSITION SUMMARY:  Under the direction of the Director of Grantmaking and Community Investment, this individual will be responsible for a wide range of duties across all aspects of the Foundation's day-to-day grantmaking programs. The Associate Program Officer will support communications activities (website, press releases, and social media) for the Foundation.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

 Grants Management

 Working closely with senior staff, support a collaborative, team-based grants management program and grant review process, including but not limited to:

• Respond to public inquiries regarding grant policies and procedures. Provide guidance and technical assistance to grant seekers. 
• Screen, process, and analyze grant applications using an online grants platform.  Produce official correspondence to grant seekers and grantees. Maintain grant files (electronic and physical files).  
• Prepare and present written and oral summaries of grant applications for review by the grants committee and the board of directors. Provide staff support to the grants committee. 
• Review agreements and pending materials required for the completion of grant payments, initiate payments, and properly process, record, and distribute payments.
•  Conduct site visits, provide analysis of grant-seeking organizations, and evaluate existing grantee programs and agencies: monitor final reports and conduct follow-up with grantees.
• Maintain the Foundation database management system and ensure accuracy. Analyze data to generate reports and infographics,  and conduct other grants analysis.

Communications  

Work closely with senior staff to execute the Foundation's public communications strategies, including but not limited to:

• Write and edit press releases and other public communications. Work with grantees to edit and approve press releases and announcements.
• Update and manage content on the Foundation's website, including regular stories highlighting grantee impact. 
• Maintain a system for tracking and reporting news stories about grantees and the Foundation in the press and social media.
• Assist with planning and executing the Foundation's annual communications plan, which may include working with an outside communications consultant, the Communications Committee, and other duties as assigned.

QUALIFICATIONS & REQUIREMENTS:

 Job Experience: Successful candidate needs 3-5 years of professional work experience. Working knowledge of the local non-profit community and area is necessary. Preference is for a candidate with prior experience in the non-profit sector, philanthropy, or Foundation. Specific experience in foundation grants management and/or non-profit communications is a plus. Significant skills in organizing, analyzing, and presenting data. Ability to establish and maintain an effective working relationship with a wide range of individuals. Motivated and results-oriented.

Education: Bachelor's Degree required.   

Professional Profile:

• Commitment to discretion, confidentiality, and integrity
• Thrives in a demanding environment--with empathy, poise, and good humor.
• Flexible when priorities and workload shift dramatically and quickly.
• Possess exceptional organizational skills and detail orientation, strong personal responsibility, and initiative.
• Proficient at managing a high volume of tasks and timelines while maintaining attention to detail.
• Exceptional prioritizer – knows what tasks should take precedence and able to balance demanding workload, especially during peak seasons.
• Strong customer service ethic and team-oriented, with excellent interpersonal skills.
• Experience with online database systems, such as Foundant, Blackbaud, Salesforce, or another grants management platform.

Technical Skills: Excellent written and oral communication skills. Must be proficient in Microsoft Excel, Outlook, Word, and Teams. Must be comfortable and adept at using and learning new technologies, such as the database management system, website editing, Constant Contact, DocuSign, and other web-based platforms.

Travel: In-state travel for site visits is required, with occasional out-of-state travel for conferences and professional development possible. A valid driver's license is a requirement for the position.

COMPENSATION AND BENEFITS: This is a full-time, exempt position with hours generally M-F 8:00-4:30. Salary is commensurate with experience. Any offer is subject to a successful background check. While we are currently working in a remote/office hybrid environment, this position is office-based at Foundation offices: 185 Main Street, New Britain, CT 06051

TO APPLY: The American Savings Foundation is an equal opportunity employer and encourages candidates of all backgrounds to apply. Send resume and cover letter to resume@asfdn.org. Please, no calls.

The American Savings Foundation is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability, or protected veteran status.