Current Job Opportunities
Administrative Assistant - Grant Making & Technical Assistance
- Job Title
- Administrative Assistant - Grant Making & Technical Assistance
- Job ID
- Work Remote
- Work Hybrid
- Baltimore, MD 21202
- Other Location
Title: Administrative Assistant - Grant Making & Technical Assistance
Location: Baltimore, MD (Working remotely during COVID19 restrictions)
Salary Range: $21.63 - $24.03 per hour with Full Benefits Package
Reports to: Vice President of Grant Making & Technical Assistance
Baltimore Focus: BCYF is a Baltimore-centric and focused organization. BCYF has hiring requirements from the City of Baltimore to make best efforts to hire Baltimore citizens first. Although the City allows consideration of qualified applicants residing outside of Baltimore, BCYF is committed to hiring the best people for the roles who know Baltimore, and the community and grass roots organizations and ecosystem it is committed to served.
ABOUT BALTIMORE CHILDREN & YOUTH FUND
BCYF is committed to ensure that our children and youth are healthy, ready to succeed in school, and live in stable, safe, and supportive families and communities. We do more than grantmaking, we collaborate with grassroots organizations and community leaders to create new opportunities for the city’s young people to learn, thrive and succeed. BCYF awards grants to organizations that provide programs to thousands of Baltimore's young people -- from academic support and science exploration to dance and photography. Unlike traditional philanthropic efforts in Baltimore, BCYF is committed to authentic community engagement, and our strategy and grant decisions are shaped and led by Baltimore community members and youth leaders. Our core values of Racial Equity, Intergenerational Leadership, Community Ownership, and Collective Decision-Making direct our partnerships with organizations that share our Black liberation worldview. Through our strategic investments, we strive to resource a future where children and youth throughout the city enjoy access to high-caliber enrichment and learning opportunities, and children and youth programs have the resources they need to equitably serve all our young people.
Click here to learn more about our story and our guiding values and principles.
ABOUT THE ROLE - BCYF is searching for an Administrative Assistant to join our and Grant Making & Technical Assistance team. The Administrative Assistant will report to and will work with the VP of Grant Making & Technical Assistance to support all aspects of the organization’s philanthropy, resource development, community engagement and technical assistance initiatives. This includes responsibility in administrative and fundraising operations, correspondence, and scheduling.
- Maintain BCYF’s constituent database by updating information and setting up registrations for meetings and events.
- Organize and maintain office filing system electronically and hard copies in the office.
- Assist VP with travel arrangements and logistics needs, including tracking expenses and reimbursements.
- Take minutes in staff meetings.
- Manage the calendars and schedule meetings for VP as needed.
- Coordinate gathering of materials in advance of critical meetings including researching background materials, articles, etc.
- Answer questions and aid employees, Community Partners, Grantees, and donors.
Grant Making & Technical Assistance
- Process and send final grant agreements, amendments, and routine correspondence to internal staff for review and approval.
- Database log-in, copying, distribution, tracking and filing. Keep grants staff members abreast of progress of agreements/amendments/correspondence.
- Provide initial review of grantee financial reports for accuracy, timeliness, compliance with format requirements and consistency with prior reports.
- Provide initial review of grantee payment requests and route to appropriate finance and grants staff.
- Update the grants database as required and produce assigned reports in an accurate, complete, and timely manner.
About the Ideal Candidate - The ideal candidate will have a commitment to customer service, a curiosity to learn a wide range of software and tools, as well as having a desire to excel and grow into new opportunities. The Administrative Assistant will be entrepreneurial, mission-aligned, and a dynamic self-starter who can proactively identify and address challenges and opportunities. The ideal candidate will be eager to organize, improve processes, and learn, and will have experience with completing administrative tasks and database management.
*While no candidate will possess every quality, the successful candidate will possess many of the following experience and attributes. (Preference will be given to candidates with a proven track record of scaling a start-up nonprofit or philanthropic organization.) Even if you are not sure but are excited about the position, we encourage you to apply!
- Minimum of three years’ work experience in a comparable role, with demonstrated experience in providing proactive support and working independently.
- Attention to detail and a strong work ethic are critical.
- Must have excellent interpersonal, communication, and organizational skills.
- Must have the ability to work effectively with a team.
- Ability to work independently and collaboratively, while also being proactive.
- Requires strong writing, grammar, proofreading, and editing ability.
- Administrative skillset must include experience with web-based applications, Google Suite, Microsoft Office Suite, and multiple social media platforms.
- Experience with data entry and database management, preferred.
- Familiarity with foundations and/or the nonprofit sector.
- Demonstrated experience in successfully managing multiple projects simultaneously.
- Ability to collaborate with a thoughtful approach to problem-solving.
- Excel at keeping track of details and demonstrating strong time management skills.
- Lead on supporting staff to ensure that day-to-day operations run smoothly.
- Master administrative tasks with an eye for improving processes.
- Collaborative and relationship-building mindset.
- Ability to manage shifting priorities under tight deadlines.
- Project management skills across multiple assignments with several moving parts.
BCYF is a 501c3 organization. We are passionately committed to complying with all federal, state, and local equal opportunity (“EEO”) laws. BCYF strictly prohibits discrimination against any employee or applicant for employment because of the individual’s race, color, sex, religion, national origin, age, sexual orientation, height or weight, disability, gender identity or expression, medical condition, including acquired immune deficiency syndrome (AIDS) or AIDS-related conditions, marital status, partnership status, genetic predisposition or carrier status, military status, arrest record and any other characteristic protected by law. Accommodations will be made so that qualified disabled applicants may participate in the application process. Please advise in writing of special needs at the time of application. While performing the responsibilities of the job, accommodations will be made to enable people with disabilities to perform the essential functions of the job.
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About Baltimore Children & Youth Fund, Incorporated
The Baltimore Children and Youth Fund, Inc. is a 501(c)(3) nonprofit organization that was created as a dedicated fund to support programs for Baltimore’s young people. The concept of the Baltimore Children and Youth Fund was launched in 2015 by then-City Council President Bernard “Jack” C. Young as a response to the unrest in Baltimore following the death of Freddie Gray while in police custody, an event that sharply illuminated longstanding inequities in public funding in Black communities. In 2016, the Baltimore City Council and voters approved the Fund to receive an annual appropriation of assessed value of all property in Baltimore. Baltimore Children and Youth Fund, Inc. (BCYF, Inc.) was named the permanent intermediary of the Fund. BCYF, Inc.’s budget is approximately $14 million annually, with $2 million in operating expenses and $12 million in direct grantmaking investments.
BCYF, Inc. creates new opportunities that support the personal development of Baltimore’s young people to learn, thrive and succeed. BCYF, Inc. awards grants to organizations that provide programs to thousands of Baltimore’s young people — from academic support and science exploration to dance and photography. Unlike traditional philanthropic efforts in Baltimore, BCYF, Inc. is committed to authentic community engagement, and our strategy and grant decisions are shaped and led by Baltimore community members and youth leaders. We partner with organizations that share our values around Racial Equity, Intergenerational Leadership, Community Ownership, and Collective Decision-Making. Learn more about our story and our guiding values and principles.