Position Overview:


The Foundation for a Healthy St. Petersburg (the Foundation) has a bold mission to achieve health equity through racial equity. We advance anti-racist practices and policies to improve the lives of all Pinellas County residents, and our employees are passionate about this shared purpose.

The Grants and Program Administrator (GPA / they) is responsible for community impact through grants and program administration. Guided by the Foundation’s mission and strategic direction, the GPA activates technology to host several key processes crucial to the grant and project management lifecycle and community engagement recordkeeping.  


This role is responsible for the configuration and activation of the grant and program management software.  This technology platform is also currently used as the Foundation’s Community Relationship Management tool (CRM). In collaboration with the Director of Grants Management and Administration, Strategic Initiatives Manager, and Research and Evaluation Manager, the GPA designs the technology platform to serve as the host for the full grant and project management lifecycle. The GPA ensures the platform workflow moves timely through the stages of the project’s and/or grant’s lifecycle and is compliant with Foundation policy and IRS regulations.


Primarily Responsible for:

·       Grant Administration: Coordinates and monitors the workflow process for the grants and projects lifecycle, ensuring reporting and payments are timely processed, and effectively monitoring the grant funded projects. This includes support for grant RFPs and awards. Ensure proper controls of user permissions, conducting triage of conflicts, eligibility, and mitigation of risks. This also includes the provision of technical assistance to internal and external users.

·       Program Administration: Oversee, as assigned, Foundation programs, special projects, project related investments, and other innovative funding strategies. Monitor the submission of programmatic and financial reports submitted by funded partners to ensure compliance with project goals and IRS rules and regulations. Collaborate and serve as a thought partner for the creation and oversight of innovative and bold community investments.  

·       Technology Platform: Collaborate with Director of Grants Management and Administration, Strategic Initiatives Manager, and Research and Evaluation Manager to configure the grant technology platform to fully capture the entirety of the grant and project lifecycle, inclusive of application, reporting, constituent data, and impact. This also includes serving as a thought partner on the integration with other systems as needed and the ongoing identification of process improvement.

·         IRS Due Diligence Responsibilities: Provide timely and accurate data for the preparation of the 990-PF and other crucial organizational documents. Use documents and data to ensure appropriate due diligence on Foundation investments and throughout the grant cycle, considering potential conflicts of interest, eligibility criteria, IRS tipping concerns, and other considerations.

·       Data Management: Steward CRM data management. Recordkeeping of detailed, accurate data through the provision of maintaining the structure of data elements, user permissions, reporting constructs, and regular system checks. Data mining and data purging performed regularly

·       Data Integrity: Ensure Foundation data is accurate and updated for areas related to role, including but not limited to the Foundation's CRM, grantmaking system, and project management system.

·       Financial Recordkeeping: Provide financial staff with information to ensure the Foundation’s grantmaking complies with applicable IRS laws and regulations. This includes generation and audit of reports required for the 990-PF and ensuring all appropriate processes have been performed and documented.


Partners/Assists with...

·       Reporting and communications: In collaboration with Director of Grants Management and Administration, create grants dashboard and reporting for internal and external use.

·       Evaluation: Support the evaluation process through the configuration of technology that aligns with impact reporting inclusive of quantitative and qualitative data.


Also expected to...

·       Strategic partnerships: Collaborate with philanthropic and technology partners to optimize use of technology for grant and project management. Participate in councils, coalitions, and committees as appropriate to advance Foundation goals. 

·       Special projects and other responsibilities: The Foundation has a small and nimble staff which supports each other’s work across departmental lines. Staff are expected to assist team members during peak periods as needed.  In addition, this role may perform special projects as appropriate. 


Qualifications and Skills:

·         Bachelor’s degree required or relevant work experience.

·         Two or more years of experience in philanthropy preferred.

·         Experience with project management, planning, and implementation.

·         Able to organize and prioritize multiple projects and meet deadlines in a time-sensitive environment.

·         Software proficiency:

o   Required: Two or more years of experience with grantmaking software. Demonstrated skills and working knowledge of Microsoft Office suite of applications.

o   Preferred: Fluxx (grant management), Asana (project management), Zoom, CRM platforms 

·         Strong communication and interpersonal skills.

·         Proven ability to work independently and in a collaborative team environment.

·         Ability to develop good working relationships with internal and external customers.

·         Demonstrated process design and management skills.

·         Ability to work from Foundation offices and the Center for Health Equity in St. Petersburg at least 3 days/week.

·         Ability to work a flexible schedule that may include evenings and weekends. 

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