Ensure data accuracy and consistency in the Foundation’s grants management system and funding processes.

Responsibilities

Funding Administration (35%)

• Supports the funding process, in collaboration with the Funding team and Program team, by: creating and administrating grants records of various types; finalizing reports; drafting, editing and proofreading letters and documents necessary for payment processing; and obtains approvals and signatures.
• Serves as the main operational lead to the Program team members of at least two major focus areas by supporting and assisting with partner outreach requests linked to existing funding commitments.
• Tracks, and maintains records for contract obligations with consultants, evaluators and researchers.
• Tracks applications in various stages of the review cycle and follows up that the appropriate action is set up as necessary.
• Collaborates with the Programs Team to implement continuous improvement to funding processes.
• Responsible for processing and troubleshooting stakeholder requests into the Grants Management System (GMS).
• Answers questions related to the registration and application process and responsible for monitoring the Foundation’s general information mailbox.
• Supports the Funding team in GMS buildouts and customization programs and is actively involved in testing.

Operations and Cross-Cutting Responsibilities (30%)

• Assists in the reconciling funding and program expenses in the GMS with the financial accounting software.
• Collaborates with Funding and Learning & Evaluation teams on determining policies and best practices for proper record maintenance and archival techniques with an eye towards future data analysis.
• Supports in developing a robust training program for staff members on the GMS/CRM and data governance and management at the Foundation.
• Collaborates on building, maintaining and enforcing best practices for user maintenance and privacy /confidentiality of data within the Foundation’s technology suite.
• Remains at the forefront of legislative changes and requirements in terms of data privacy and protection laws and suggests improvements to our internal systems and practices in line with these regulations.

Organizational and Site Responsibilities (20%)

• Participates in internal working groups and committees and may represent the Foundation in external collaborations.
• Offers onsite support to the Foundation’s Toronto activities, supporting with logistics and coordination for Toronto-based activities, such as staff gatherings, board meetings and partner convenings.
• Collaborates with the Operations team for the distribution and management of materials and supplies in Toronto as required.
• Acts as Toronto-based point of contact and booking agent for vendor and supplier relationships.
• Supports with operational back-up responsibilities
• Helps applicants and partners navigate processes.

Data and Reporting (15%)

• Assists in the creation and maintenance of data visualization reports in the GMS and analyzes results.
• Assists in monitoring the disbursement quota forecasts and details and commitment schedule against actual disbursements, and flags areas of concern.
• Supports the maintenance and processing of accurate digital files mainly within the GMS, such as withdrawing dormant records for applications or users, updating information in specific GMS records, and any other database maintenance requests by the Funding Manager.

Skillset

• 1-3 years of experience in administration or data management.
• CEGEP or a diploma of vocational studies.
• Experience in a grants management system environment.
• Demonstrated experience managing multiple, competing tasks and priorities while adhering to deadlines.
• Bilingualism in both English and French (B2 on the global scale).
• Experience working in a philanthropic organization.
• Experience working with Salesforce Not-For-Profit.
• Knowledge and experience with data management, analysis, and visualization.

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