Grantmaking Associate

The Organization

Greater Toledo Community Foundation is a community asset. The Foundation is a collection of funds established by donors interested in philanthropy and supporting the Toledo area. Currently, the assets of the Foundation are approximately $420 million, made up of over 950 funds. The Foundation is the  largest grantmaker in the Toledo area, granting approximately $20 million per year.

More information can be found on the Foundation’s website:

The Position Location

The position is based at the Greater Toledo Community Foundation offices, 300 Madison Avenue, Suite 1300, Toledo, Ohio 43604; telephone (419) 241-5049.

Job Description

The Grantmaking Associate is responsible for processing select grant programs and for providing administrative support to the Program and Philanthropic Services Departments. The Grantmaking Associate assists with the Foundation’s grantmaking programs relevant to various Foundation funds, including donor advised, unrestricted and field of interest funds, special grant initiative funds, corporate funds and Foundation subsidiaries. Due to the private nature of certain grantmaking opportunities, the position will follow a strict confidentiality policy maintaining the anonymity of board, committee and internal deliberations, as well as record keeping at the organization.

Major Duties and Responsibilities

  • Processes grant recommendations from fund advisors in a timely, efficient manner on a bi-weekly basis.
  • Provides logistical support for meetings and events.  Maintains files (paper and electronic).
  • Serves as back-up to Foundation Administrative Assistant (as needed) by greeting visitors to the office, answering phones, etc.
  • Monitors grantee performance through electronic reporting system, periodic site visits and/or telephone contact.
  • Reports grantee performance to the Program Department, Vice President/Community Investments, President and/or Board of Trustees, through oral and/or written forms of communication.
  • Coordinates with the Director of Marketing & Communications to announce award recipients and to identify grant funded projects to promote to local media and through Foundation social media.
  • Serves organizational fundholders that have multiple, time-sensitive administrative requests.
  • Administers select competitive grant funding opportunities including overseeing web-based grant application forms, communicating with grant seekers and managing committee review.
  • Works as key member of the Foundation staff to assist others toward common goals.
  • Works cooperatively with other staff to assist as needed with his or her responsibilities and to ensure a smooth and timely flow of support services with the Foundation.
  • Other duties as assigned.

The Candidate:

Associates Degree or greater preferred.

Professional Qualifications

Minimum 2-3 years’ work experience in an office environment. Nonprofit experience preferred.

Experience, Personal Characteristics and Key Competencies

The Foundation is seeking a highly-organized individual capable of administering complicated systems in such ways as to achieve accurate and predictable results in a timely manner. Key competencies include:

  • Precision, exactness and ability to thrive in a detail-intensive, fast-paced environment.
  • Competence in mastering different types of software systems, such as financial information management systems and other key software programs used for grants and scholarship management.
  • Capable of organizing own work to meet numerous internal and external deadlines.
  • Excellent interpersonal and telephone skills, including the ability to work and communicate with people of diverse backgrounds, including grantees, students, donors and other constituents.
  • Creates positive, long-term working relationships through a commitment to customer service, knowledge of and dedication to the program/service, and correct application of internal procedures.
  • Ability to exercise good judgement, tact and diplomacy.
  • Works well under minimal supervision by taking initiative and keeping appropriate people informed, ensuring successful project management and timely project completion.
  • A commitment to upholding all applicable confidentiality requirements.
  • Extensive experience with MS Outlook, Excel, Word and PowerPoint, and basic skills with Adobe Acrobat.
  • Basic experience with social media management or a willingness to learn.
  • Ability to work closely with other colleagues as a Foundation team.
  • Professionalism, flexibility and a sense of humor.
  • Demonstrated experience in staffing committees and taking accurate meeting minutes a plus.

Physical Requirements

  • While this is mainly an office position, the ability to lift small boxes (letter stock, postcard stock, paper) is required occasionally.
  • Additionally, there will be some in-town travel required and occasional out-of-town for professional development opportunities.