GENERAL POSITION SUMMARY
The Grants Coordinator supports the Grants Manager with all aspects of grants management, including data entry, processing, detailed analysis, communications, tracking and maintenance of data in the grants management platform. Serving as a key communicator for the program, this role provides exceptional customer service to applicants and awardees from initial contact and throughout the grants lifecycle.
ESSENTIAL FUNCTIONS/MAJOR DUTIES
• Serve as initial point of contact for program and respond to inquiries from a variety of stakeholders. Discuss/field routine and non-routine questions, including general program details, date cycles, eligibility requirements and the availability of additional Travel Oregon and industry resources. Support Grants Manager by ensuring timely and comprehensive internal program communications. ~40 hrs./mo.
• Review and analyze grant applications, reports and budgets; draft correspondence and manage communication with applicants and grantees to ensure understanding and compliance with requirements and procedures. Serve as grants management platform system administrator and maintain updated and accurate data. ~79 hrs./mo.
o Collaborate with Grants Manager to build online grant applications, reporting documents and correspondence in grants management platform. Work with platform vendor to maintain knowledgeable of system’s functionality and trouble-shoot and resolve technical issues.
o Coordinate review committee meetings, including production tasks (ie, calendaring, meeting prep, notetaking, and post-meeting communications). Familiarize committee members with platform for scoring applications.
o Confirm and communicate applicant eligibility and provide application feedback. Communicate awards to grantees/contractor representatives to program by providing program onboarding/overview of agreement terms, including budget, disbursements, and reporting schedules and deadlines.
o Review grantee report submissions, including financials/budgets, to ensure accuracy and compliance with award agreements. Communicate with grantees about process or compliance issues, explaining a variety of technical details and concepts. Flag issues for manager input as needed. Ensure proper documentation is submitted for fulfillment of financial transactions and code/process for manager review.
o Track program deadlines and projects milestones and support grantee compliance through a variety of means, including scheduling reminders, tasks and deadlines, including tasks related to closing of grants/final documentation.
o Connect with grantees to gather information about important milestones and accomplishments.
• Support the planning and execution of, and/or in some cases lead, grant trainings/grant program info sessions and orientations, sharing mission and value to Oregon’s tourism industry, pre-award budget and funding guidelines and post-award guidelines and processes. ~10 hrs./mo.
• Research/source content and resources for Travel Oregon’s industry website to support grant-seekers; coordinate with Industry Communications team to update and maintain content. ~12 hrs./mo.
• Create a variety of reports and presentations for internal and external stakeholders as needed. ~6 hrs./mo.
• Participate in meetings/planning/initiatives (individual, studio, department and agency-wide) to support strong workplace culture and successful performance/execution of agency strategy. Elevate/solve issues, support change, and ensure the maintenance of productive processes. ~26 hrs./mo.
Functional/Technical Role Competencies:
• Analytical skills sufficient to review and analyze documentation, data and budgets for compliance with guidelines and agreements.
• Skill in customer service and building relationships with diverse individuals and organizations.
• Ability to communicate complex details in an understandable and friendly manner.
• Ability to deliver presentations via webinar/in-person.
• Skill in writing and editing communications and business documents.
• Knowledge of grants life cycles and processes. Travel Oregon’s foundational competencies: Basic competency is required in Travel Oregon’s foundational competencies:
Active Listening: Full Attention | Sincere Interest | Appropriate Non-Verbal Cues | Suspension of Judgement | Seek First to Understand
Change Agility: Adaptability | Resilience | Accepts Needed Change | Empathy | Fine with Ambiguity
Communicativeness: Transparent | Approachable | Multi-media | Frequent Communicator | Accessible | Right Medium
Composure and Self-Objectivity: Appropriately Expressive | Emotional Control | Performs Under Stress | Self-Aware | Knows Own Strengths & Weaknesses | Open to Feedback | Mindful & Present
Drive / Energy: Enthusiasm for Role | Understands Personal Motivations | Balanced & Healthy Lifestyle | Grit
Informal Communication: Good at Dialogue | Approachable & Accessible | Personable | Articulate
Initiative: Proactive | Responsible | Accountable
Integrity and High Standards: Honest | Reliable | Positive | Objective | Attention to Detail | Driven to Do Best Work
Learning Agility: Curious | Open | Learns Quickly | Rational
Organizing and Planning: Makes Best Use of Time | Efficient | Thinks Ahead | Imagines/Plans for Contingencies | Follows Up
Team Player / Sensitivity: Voluntarily Collaborates | Enjoys Team Rewards | Supportive | Inclusive | Considers Others’ Feelings | Values Diversity
Technology Savvy: Leverages Appropriate Hardware & Software | Stays Current with Relevant Technologies
Work performed by this position receives moderate supervision. It involves recurring situations with occasional variations from the norm and operating from established and well-known procedures as well as specific and definite directions and instructions yet is moderately complex. Complexity is derived from detailed review of grant applications and grant reports, consistently building the application processes in the grant management system, as well as the skill needed to explain complex information (including budgets) to those not familiar with grants.
Decisions are made within prescribed operating guidelines. Typical decisions include reviewing grant applications and reports for compliance and providing guidance to applicants and grantees. The incumbent is not accountable for budget preparation or compliance and informally makes recommendations concerning both long-range operational planning and long-range strategic planning. Mistakes and errors in work may have a negative impact on the Agency and the grant program.
Grant applications and grant project tracking records are maintained by this role.
This role has no supervisory responsibilities.
Contacts are normally made with others both inside and outside of the organization; internal contacts are most frequently made with those in the Global Strategic Partnerships Department.
A majority of contact with others occurs via email, some occurs face-to-face, virtual settings or by phone. Confidential/sensitive matters are frequently discussed, necessitating discretion at all times.
The Grants Manager provides day-to-day supervision and oversight of this position.
While performing the duties of this job, the employee is regularly required to maintain a stationary position for long periods of time (sitting or standing), communicate with employees, partners and stakeholders, and operate a computer to develop work products, communicate and carry out responsibilities. Occasionally the employee is required to move inside the office to attend meetings, access items and utilize equipment, and move or transport items up to 10 pounds.
EDUCATION, EXPERIENCE, & TRAINING
• An associate’s degree or higher* -OR- any combination of education/coursework/training/work experience necessary to meet position requirements. *Tell us how your background and experience are transferable and make you a match!
• A minimum of three (3) years of experience in a fast-paced work environment working in government, a community or family foundation, corporate giving or closely related area (such as Finance or Programs)
• A minimum of one (1) year of work experience within grants administration, including experience with Foundant or other grants management software.
• Experience providing support to the tracking/execution of programs or projects and customer service to internal and external stakeholders.
• Experience with high proficiency in the use of Microsoft Office Suite. Proficiency in the use of Adobe Acrobat, video and audio-conferencing platforms such as Zoom and project management and collaboration tools such as Basecamp, Google Docs and others.
Extensive computer work with frequent interruptions. This job operates in a professional business office environment. Occasionally, off-site work, meetings, and regional travel are required.
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