Part-time Operations Manager for Washington, DC-based Foundation
GENERAL SUMMARY: The Stewart Trust is recruiting for a part-time administrative and program support position to facilitate the achievement of the Trust’s charitable goals. The responsibilities, at the direction of the trustees, include managing the Stewart Trust’s daily operations, including administrative support, web and communications systems, grants administration, and coordinating trustees’ communications/interactions with applicants and grantees, key partners, the trust accountant, investment advisors, medical expert/advisory committee, etc.
WORK HOURS, SALARY, LOCATION: the duties of the positon fluctuate with the grant cycle and are expected to average in the range of 24-30 hours per week. Much of the work can be managed remotely although a full-time office is available Attendance at meetings at the Trust office/alternate sites (regular trustee meetings, and meetings with collaborators, association meetings, investment advisors, others); annual one-week Pew-Stewart Scholars meeting (various locations domestic and overseas), and on-site visits to D.C. grantee locations. Salary is commensurate with experience.
Provide the following support to Stewart trustees:
- Office Operations:
- Schedule trustee meetings (quarterly in person, monthly calls, additional as needed). As directed by the trustees, prepare and distribute agenda, briefing materials, post-meeting minutes.
- Maintain Stewart printed and on-line records of minutes, policies, tax records and procedures.
- Schedule and attend site visits to grantees/applicants.
- Ensure timely dissemination of information and materials to trustees.
- Respond, on behalf of the Trust, to general inquiries, questions from applicants/grantees, voice mail, e-mail, and written correspondence with the public and other foundation stakeholders.
- Prepare and organize correspondence on behalf of the Trustees.
- Maintain the Trust calendar and all relevant files.
- Coordinate advisors, consultants and others contracted for services on the relevant activities of the Stewart Trust.
- Ensure timely payment of all invoices and, in coordination with the Trust’s CPA, prepare monthly statements of Trust expenses.
- Grantmaking Administration:
- Using Foundant software licensed to the Stewart Trust, support the trustees in fulfilling their grant-making responsibilities: coordinate and monitor execution of the Stewart grant cycle, from submission of grant applications, through selection and award, and submission of annual grantee reports. Monitor and, as necessary facilitate, all aspects of applicants/grantees use of Foundant grantmaking software, including responding to applicants questions.
- For trustee grant-making decisions, prepare spreadsheets on grant requests/grants awarded.
- Work directly with colleagues at Stewart Trust partnering/affiliating organizations (Pew Charitable Trusts, WRAG Healthy Communities Working Group, Exponent, others) to ensure full communications and coordination.
- Coordinate necessary changes to Stewart Trust web site.
SKILLS AND ABILITIES REQUIRED:
Demonstrated ability to administer small office operations:
- Excellent communication and representation skills. Ability to present information clearly and succinctly in conversation and in writing; responds to inquiries accurately and in a timely manner.
- Good judgment and critical thinking skills.
- Ability to work cooperatively, demonstrating courtesy/tact.
- Ability to prioritize work activities, use time efficiently, with a strong attention to detail.
- Ability to learn, manage, and maintain web-based grants management system and databases. Experience with Foundant grantmaking software is highly desirable.
- Proficient with relevant office computer software, particularly Microsoft Office Suite, Paychex Flex, Docusign and Adobe Acrobat.
- Commitment to Stewart Trust’s mission and goals.
Additional skills/abilities desirable:
- Financial management experience in grant-making/non-profit foundations.
- Experience in assisting with the formulation of policy, and developing and implementing new systems, strategies and procedures.
MINIMUM EDUCATION AND EXPERIENCE:
- A college degree is required.
- A minimum of three years relevant work experience, preferably with a not-for-profit or a charitable foundation. Or, any equivalent combination of education and experience to provide the required knowledge, skills, and abilities.
- Must live in the Washington, DC metro area.
Please send cover letter and resume to firstname.lastname@example.org.
The Stewart Trust is an equal opportunity employer and is committed to a diverse workplace. People from diverse racial, ethnic and cultural backgrounds, women, and persons with disabilities are highly encouraged to apply.