Grants Assistant (PART-TIME)
LOCATION: Cleveland, Ohio/Hybrid/Flexible
COMPENSATION: $25-30/hour up to 20 hours a week, depending on education and experience.
POSITION SUMMARY: The Grants Assistant plays a vital role in supporting the grantmaking process and data management efforts at the William J. and Dorothy K. O'Neill Foundation. This position is ideal for you if you consider yourself to be a highly organized, detail-oriented individual with a "roll-up my sleeves" attitude. You will work closely, most often virtually, with the Grants Manager and other team members to ensure the smooth operation of grant programs and administrative functions. Ideal for individuals with strong attention to detail and analytical skills, your role will facilitate efficient grant administration and enhance the Foundation's ability to assess and optimize its impact through data analysis. You are a quick learner, self-disciplined, and eager to work collaboratively as part of a remote high-performance team. This part-time position (20 hours/week) offers flexibility for various personal schedules within a hybrid office model.
SPECIFIC RESPONSIBILITIES INCLUDE: • Grants Administration: Assist with maintaining grant records within grants database (Fluxx), assist with data entry and coding in grants database; assist with producing reports including grant activity reports, payout reports, and other reports as needed; support the Grants Manager with administrative tasks related to compliance, generating grant documents, and grant payments; work to enhance and improve grants management processes; and increase efficiencies.
• Data Management: Assist with the management, organization and analysis of grant and payment data. Ensure accuracy of data and perform data clean-up, as necessary.
• Other Projects: Assist with quarterly board mailings and special projects as needed.
SKILLS REQUIRED • Data Management: Ability to manage, collect, organize, and analyze data.
• Technical proficiency: A strong understanding of IT and the ability to troubleshoot common technical issues. Proficiency with Microsoft 365 and a database management system is required. Proficiency with QuickBooks, BILL & Monday preferred. Proficiency with SharePoint and Fluxx is not necessary, but a major advantage.
• Project Management: Ability to manage multiple projects at once, meet deadlines and communicate effectively with a demonstrated ability to execute and follow through to achieve intended results.
• Communication skills: Ability to write clear and concise emails, memos, and reports. Since this role includes regular interactions with our team, grantee partners, and other constituents, you must have excellent oral, written, and interpersonal communication skills and be a good listener.
• Problem-solving skills: Identify and solve problems quickly and efficiently. This includes the ability to think critically and creatively and work well under pressure.
• Organizational skills: Ability to coordinate multiple projects at once. Strong organizational skills are essential. This includes prioritizing tasks, managing time effectively, and keeping accurate records. Flexible and comfortable with multitasking.
EDUCATION/EXPERIENCE We value a wide range of backgrounds including higher education and work experience. Your experiences with project management, accounting, operations, grants management, social impact organizations or initiatives, business, or consulting would all fit well with this position.
• Degree (or working towards a degree) in a relevant field such as data management or operations is preferred but not required. Experience may be substituted for education.
• Demonstrated experience in data management; experience with grants administration, or related fields preferred but not required.
• Familiarity with nonprofit organizations is helpful but not necessary.
• Strong attention to detail. Ability to identify and correct your own mistakes.
• Excellent analytical and problem-solving skills, with the ability to interpret and present data effectively.
• Strong communication skills, both written and verbal.
• Comfortable working in a hybrid office environment, with the ability to adapt to remote and in-person work as needed.
• Proven ability to work independently and take initiative.
• Suited to working in a small, hybrid team setting where flexibility, cooperation, strong communication, sense of humor, grace, personal accountability, and resourcefulness are highly valued.
LOCATION : HYBRID. You must live in the greater Cleveland area or be willing to commute up to 10 hours per week for in-person work.
Our office is located within Limelight Tremont (425 Literary Rd) and less than a 5-minute walk to the vibrant neighborhood's award-winning restaurants, art galleries, and boutique shops. The Limelight space features a members-only roof deck overlooking the city skyline and is situated along the Towpath Trail, for a quick walk or ride to inspire creativity. We currently have 1 staff member in Cleveland, with the remaining 3 staff members working remotely in other locales.
HOURS: 20 hours/week in a hybrid environment. You will be expected to work in-person in our office for up to 10 hours a week. Your schedule, including any in-office requirements, will be determined in consultation with your supervisor. Additionally, while your hours are flexible, you must complete at least 50% of your hours during a standard business day (defined as 8:00 a.m-5:00 p.m. M-F). This includes 2-3 weekly virtual meetings held during business hours. You will be required to use collaborative software and video conferencing to stay in touch with teammates. In-person, all-staff meetings occur up to three times per year.
COMPENSATION/BENEFITS • PLEASE NOTE: This part-time hourly position is not eligible for health insurance and related benefits.
• PAY: $25 -$30/hour for 20 hours week depending on education and experience.
• ADDITIONAL: $100/month for cell phone reimbursement. Paid on-site parking at our office is provided. Access to an on-site fitness studio at the Foundation's office is included.
• RETIREMENT/401K : The Foundation contributes a 5% match to a Defined Contribution 401(k) Retirement Plan for part-time regular employees who will work at least 1,000 hours during a twelve consecutive month period of employment. Employees are eligible for the retirement plan upon satisfactory completion of their 90-day probationary period.
• PAID TIME OFF: Part-time employees who work 20 hours a week are eligible for PTO (100 hours annually) which are accrued bi-monthly. The Foundation observes 10 holidays annually. Holiday pay will be paid on a pro rata basis to eligible employees when a holiday falls on their regularly scheduled day.
HOW TO APPLY Please email resume & cover letter to with the subject: "Grants Assistant" by Friday June 7th. Applications will be reviewed on a rolling basis, so we encourage you to apply early. NO PHONE CALLS. Applications received without a cover letter will not be considered.
