PROJECT SUMMARY: Funders for Housing and Opportunity (FHO) brings the nation’s leading funders together from across sectors and perspectives to ensure access to a safe, stable rental housing in communities that supports better health, economic mobility, and educational achievement, free from the barriers and harms of systemic racism. This is accomplished primarily through grant making and learning exchanges in FHO’s three priority areas: policy, advocacy, and organizing; narrative change; and elevating what works. FHO has prioritized racial equity in its work, and seeks to change housing policies, practices, and institutions that have perpetuated a system of discrimination in housing and harm to communities of color. More information can be found on our website, www.housingisopportunity.org.
POSITION SUMMARY: FHO seeks a self-motivated, detail-oriented team-player with a strong commitment to housing justice and the mission of FHO to fill its Operations and Grants Assistant position. This is a new position responsible for managing the administrative and logistical operations of FHO, including database management, grant tracking, meeting logistics, scheduling and calendar management, and vendor/contractor payments. FHO has a small but mighty team (5 FTEs when fully staffed) and is looking for a self-motivated, highly collaborative quick learner to fill this critical role.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Because this is a new role, the responsibilities and percentages below are estimates and subject to change as the work evolves.
Database Management (20%)
- Manages and updates project database, including all donor, partner, and grant data
- Ensures data integrity: all data is timely, complete, accurate, and follows established protocols
- Runs routine reports and creates/exports/uploads distribution lists; conducts quality control tests for accuracy. Examples of these reports include:
- Monthly report to colleagues on status of grantee requirements and disbursements
- Grantee demographics
- Overall grant portfolio data
- Distribution lists for FHO communications
File Management and Record Keeping (20%)
- During the grant application process, ensures due diligence documentation from grantees is complete and ready for review
- Processes and files grant agreements and amendments
- Ensures grantee electronic files are complete and up to date (grant applications, agreements, amendments, reports, etc.); works with Strategists to follow-up with grantees when files are not complete
- Conducts annual audit of grantee files.
- Maintains FHO member foundation profiles and individual member bios
- Maintains written and electronic records of all relevant FHO meetings, correspondence, forms, and financial transactions
- Sends meeting recordings for transcription immediately following meetings and files completed transcriptions promptly
Meeting Logistics (20%)
- Manages meeting and event logistics for FHO’s in person meetings and grantee convenings (approximately 2-6 times per year), including sending date finders and managing RSVPs, securing and managing hotel blocks, arranging catering, preparing and distributing meeting materials, and ordering/shipping supplies. At times, the assistant will work with the host foundation to ensure needs are met and at times the Assistant will be solely responsible for these tasks.
- Provides logistical and technical support for remote meetings
- Books Executive Director’s travel and assists with expense reporting
Scheduling and Calendar Management (15%)
- Manages Executive Director’s calendar, including scheduling meetings, registering staff for meetings, understanding priorities, noting conflicts, etc.
- Manages scheduling and date finders for large group meetings (for example, FHO member meetings and grantees convenings)
Vendor and contractor payments (15%)
- Understands fiscal sponsor’s vendor and contract management procedures
- Completes contractor request forms and submits to fiscal sponsor with all required documentation
- Tracks contractor and vendor requests for payment against agreed upon scopes of work, and submits requests for payment
- Tracks invoices and payment requests from contractors and vendors to ensure timely and accurate payment; reconciles against fiscal sponsor’s records monthly
Administrative Support, as needed (10%)
- Responds to routine inquiries about FHO via phone and e-mail.
- Participates in projects to evolve our processes, offerings, and technologies.
- Provides support for additional activities, as needed.
REQUIRED AND PREFERRED EDUCATION, KNOWLEDGE, SKILLS, AND ABILITIES
While no one candidate is likely to embody all the qualifications below, the ideal candidate will have many of the following professional and personal abilities, attributes, and experiences:
- 2 years of experience in the nonprofit and/or philanthropic field is preferred. Experience with grants administration and understanding of the philanthropic grantmaking process is preferred.
- Strong technical and database capabilities. At least one year of database management experience is preferred.
- A deep commitment to racial and housing justice and the mission of FHO.
- Attention to detail and the ability to manage a fast-paced heavy workload.
- Ability to work independently and on a team.
- Excellent organization and planning/time management skills.
- Highly cooperative team-player with the ability to also be effective independently and meet deadlines.
- Maintains professional demeanor in all situations and proven ability to handle confidential information with discretion.
- Ability to work in a mission/results-driven environment.
- Proficient with Salesforce and Microsoft Office Suite (including Outlook, Word, Excel, Power Point), and Zoom. Ability to learn to use Slack, Box, Mural, Otter AI, and other software as the work evolves.
- Candidate must have the ability to travel up to 20% of the time
- Candidate must be able to provide a home environment conducive to remote working, including a quiet and distraction-free working space, an internet connection that’s adequate for the job and capable of videoconferencing, and full attention to their job duties during working hours.
- We seek to recruit the most talented people from a diverse candidate pool
SALARY AND BENEFITS
Salary range is $45,000 to $52,500 with a comprehensive benefits package. Currently, that package includes 100% employer-paid health, dental, and vision insurance for employees (and their families). Employees are able to enroll in a 401k retirement plan and are eligible for a 3% automatic contribution and up to a 3% employer match on 401k contributions. Employees are also eligible for pre-tax transportation benefits. Employees will receive 120 hours of vacation time, 80 hours of health leave, up to 2 days of casual leave, and 20 hours of volunteer leave annually. Employees will also receive 13 paid holidays throughout the calendar year. Employees are eligible for 12 weeks of paid family and medical leave after 90 days of employment.
- Please email a pdf version of a resume and cover letter describing recent relevant experience and/or skills and how you heard about this opportunity to firstname.lastname@example.org. The subject line should read: FHO Assistant, INSERT YOUR FIRST NAME, LAST NAME (for example: FHO Assistant, Jeanne Fekade-Sellassie)
- We anticipate interviews will take place in mid-April 2023.
- Due to high volume, only those candidates selected for an interview will be contacted. No phone calls please.
Funders for Housing and Opportunity is a project of New Venture Fund (NVF), a 501(c)(3) public charity that incubates new and innovative public-interest projects and grant-making programs. NVF is committed to attracting, developing and retaining exceptional people, and to creating a work environment that is dynamic, rewarding and enables each of us to realize our potential. NVF’s work environment is safe and open to all employees and partners, respecting the full spectrum of race, color, religious creed, sex, gender identity, sexual orientation, national origin, political affiliation, ancestry, age, disability, genetic information, veteran status, and all other classifications protected by law in the locality and/or state in which you are working.
To center the safety and well-being of its employees, New Venture Fund requires that any employee who is required to conduct in-person activities for their job must be fully vaccinated against COVID-19 within four weeks of their start date. This position may require candidates to be fully vaccinated against COVID-19. Accommodations may be sought and approved in accordance with the law by contacting human resources at HR@newventurefund.org.