Grants Management Associate
The Richard L. Duchossois Foundation
ABOUT THE RICHARD L. DUCHOSSOIS FOUNDATION
The Richard L. Duchossois Foundation (RLD) was founded in 2022 and launched formal operations in 2024. The Foundation is committed to addressing seemingly intractable social problems with imagination and passion. We strive to improve the lives of families and veterans, and to cultivate entrepreneurs through data driven and collaborative approaches to funding. We seek to practice philanthropy with rigor and from a place of listening and strive to be a learning organization – to always seek greater understanding of our funding priorities. While our home and our priority is the Chicago region, we may consider national efforts that are aligned with our mission, values and goals.
ABOUT THE GRANTS MANAGEMENT TEAM
RLD Foundation’s Grants Management team provides oversight of all grantmaking operations for the Foundation. This includes administering all grants management technology systems, creating, implementing and refining related policies and processes, and shepherding grants from proposal to closure . As the Foundation is newly formed, the Grants Management team is in the early stages of formalizing many of RLD Foundation’s fundamental grantmaking processes and practices, as well as training staff and grantees on related tools and systems.
The Grants Management team partners closely with the Program, Data Strategies & Insights, and Finance teams to ensure the quality, timeliness, and consistency of all aspects of grants management and grant-related data. While multiple parties may participate in the execution and oversight of the Foundation’s grants, the Grants Management team has accountability for actively managing execution of the grants processes. These processes include but are not limited to: proper review, approval, verification of completeness, accuracy and timeliness, monitoring for compliance with external rules and regulations, assessing adherence to donor intent when considering grant funding sources and ensuring accuracy on all grant reporting and recordkeeping.
JOB SUMMARY
The Grants Management Associate is responsible for maintaining digital records, assisting with grants management workflows, and ensuring that all documentation is complete, accurate, and properly stored across the Foundation’s systems (GivingData, Notion, and SharePoint, among others). The RLD Foundation is building a robust Data Strategies & Insights team, which will rely heavily on fidelity and precision in RLD Foundation’s grantmaking records and policies. This position is a critical piece of RLD Foundation’s larger data and operational strategy.
Reporting to the Grants Manager, the Associate plays a key role in supporting the quality and efficiency of RLD Foundation’s grantmaking processes. This includes helping prepare and track application materials, verifying applicant eligibility, assisting in financial and organizational due diligence, and assisting in the preparation of grant agreements, internal reports and Board materials. The Associate will also work externally with applicants and grantees, providing responsive communication and technical assistance.
While the Grants Manager maintains overall accountability for the Foundation’s grants management, the Grants Management Associate ensures that day-to-day grants administrative tasks are carried out with consistency, attention to detail, and a commitment to operational excellence.
The Associate will also support Foundation operations, including the coordination of grantee convenings and events, the production of meeting documents and other materials (including authoring and copy-editing), and interaction with different teams within and outside the organization. Emphasizing a customer service mindset, the role requires initiative, flexibility, and a strong ability to adapt and contribute across multiple aspects of the organization's operations.
KEY RESPONSIBILTIES
Grants Management
- Organize and maintain digital data across the Foundation’s Grants Management System (GivingData), Project Management and CRM System (Notion), and SharePoint. This includes document collection & organization; tagging and classifying; implementing consistent naming conventions; archiving essential information; regularly auditing historical files to remove outdated or duplicate content; and ensuring information is easy to retrieve while continuously improving overall operational efficiency.
- Review organization and grant records for completeness, including contacts, coding, supporting documents, financials, reporting requirements, and others as needed. Ensure accurate upload and organization of grantee documents in GivingData, and support the implementation of standardized review workflows.
- Monitor grantmaking process workflows and work with the Grants Manager and Program team to shepherd grants through each step.
- Assist Grants Manager in producing and assembling various internal materials for RLD Foundation staff and Board members.
- Assist Grants Manager in producing and assembling various external materials, ensuring timely, grant-related follow-up with outside stakeholders.
- Assist Grants Manager in ensuring and evaluating the integrity of grants-related data and systems, conducting periodic data quality audits to enhance, de-duplicate and organize as needed.
- Assist in preparing, sending, and tracking award letters and/or grant agreements.
- As needed, provide grants management system-specific technical assistance and support to grantees and applicants.
- Contribute to establishing and maintaining the RLD Foundation’s internal grants manual to codify the grantmaking practices, policies, and processes in a user-friendly guide.
- Assist in ensuring the Foundation’s grantmaking policies and procedures are consistently applied.
Grantmaking Operations
- Coordinate external meetings and engagements with grantees: confirm attendees, coordinate scheduling, create and circulate materials, arrange building access, set up conference room and technology, and other logistical coordination, as needed.
- Take and distribute grantee meeting notes as needed, and compile and copyedit documents.
- Complete special projects, as needed.
- Maintain adaptability and flexibility as the Associate function evolves.
REQUIREMENTS
REQUIRED QUALIFICATIONS
- Education: Bachelor’s degree or equivalent experience in a field related to the nonprofit sector.
- Professional Experience: Minimum 1-3 years of experience in a role with administrative responsibilities.
- Mission alignment: Demonstrated commitment to social impact and the values of the Foundation
- Technical Proficiency: Advanced computer skills including proficiency with Microsoft Office software applications.
- Attention to Detail: Superior accuracy and commitment to consistent, high-quality work products.
- Time Management: Ability to handle multiple priorities and meet deadlines, often simultaneous; ability to anticipate and proactively respond to work requests.
- Systems Approach: Ability to implement grantmaking policies and processes.
- Communication Skills: Excellent verbal and written communication skills.
PREFERRED QUALIFICATIONS
- Proficiency using a grants management system such as GivingData, Fluxx, Temelio, or similar.
- Experience with database management and CRM systems such as Notion, Salesforce, HubSpot, Oracle, or similar.
- Experience and/or knowledge related to RLD Foundation’s focus areas of families, veterans, entrepreneurship, and/or related lived experience.
- An understanding of the philanthropic and non-profit landscape.
PERSONAL QUALIFICATIONS
- Demonstrated ability to work as part of a team and with people who hold diverse perspectives
- Flexibility, commitment to teamwork, curiosity, and a sense of humor
- Capacity to work amicably in a small office with high volume of work, as well as a deep sense of responsibility and accountability
- A record of recognizing and acting on opportunities to continuously improve
- High degree of professional ethics and integrity
- Ability to work autonomously
HOW TO APPLY
Priority will be given to applications received by Monday, November 24, but applications will continue to be reviewed on a rolling basis until the position is filled.
Click below to submit a resume, cover letter, and corresponding application materials.
This position was originally posted by Richard L. Duchossois Foundationand has been curated by PurposePhil Career. To apply, please visit the original listing on the "apply" link on the side. We are not affiliated with the employer organization of this job ad or consultancy, and provide this curated listing as a service to our users.
