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Grants Manager/Administrator

Organization: Pembroke Philanthropy Advisors
Date Posted: 5/17/2017
City: Ardmore
Location: Pennsylvania
Country: United States
Primary Category: Grants Management
Salary: $50,000.00 yearly
Type of Position: Full-Time
Education Requirement: Bachelor's

Description & Details




Pembroke Philanthropy Advisors (PPA) is a foundation management and philanthropic advising firm located in Ardmore, PA. PPA is hiring a Grants Manager/Administrator to provide grants management and administrative support to Pembroke and its client foundations.   


The Administrator/Grants Manager reports to PPA’s President Daphne Rowe, who serves as PPA’s client foundations’ Executive Director.


Key Responsibilities/Specific Duties


Grants Management


The Administrator/Grants Manager plays the primary role in grants management: implementing the  grant application intake, review, and approval and declination processes.

  • Maintain PPA’s on-line grant making systems (currently Foundant and SmartSimple).
  • Provide assistance to grantees and applicants regarding compliance with the on-line grants process.
  • Evaluate grant application completeness and contact applicants as needed, ensuring that all applications are complete.
  • Send appropriate correspondence to applicants regarding the status of grant applications.
  • Track grant reports and post them to the foundations’ websites.
  • Generate Word documents and Excel spreadsheets from the Foundant and SmartSimple systems.
  • Generate grant reviews, reports, and grant award letters from templates.
  • Prepare summary lists as required and requested by the Executive Director and client foundations’ Boards of Directors.
  • Maintain required records for grantees, including paper and electronic files.




  • Maintain client foundations’ website and portal, and in concert with the PPA’s computer technical services provider, facilitate upgrades, additions, and changes.
  • Process, track, and pay bills using Quickbooks.
  • Work with client foundation boards and Executive Director to schedule Board meetings and prepare necessary supporting materials, including board books.
  • Attend board meetings, record meeting minutes and maintain official records and governing documents.
  • Forecast cash needs for client foundations in consultation with the Executive Director.
  • Provide reports on foundations’ expenses for the Executive Director.
  • Provide the necessary information and documents to the foundations’ accounting firms for preparation of tax returns.
  • Make any necessary quarterly federal tax payments by using the Federal tax online payment system (EFTPS).
  • Provide general office support such as filing, copying, mailing, and answering telephone.
  • Undertake other general administrative duties as assigned.   


Qualifications, Skills and Competencies


  • Bachelor’s degree
  • Self-motivated and  dependable, with the ability to work independently with attention to detail, as well as with a team
  • Excellent communication , organizational,  and interpersonal skills
  • Sense of humor
  • Skilled with computer and office systems
  • Knowledge of grants management software  
  • Basic bookkeeping skills using QuickBooks
  • Ability to communicate technical, budgetary and program details to grantees and applicants


Four days a week
Salary: $50,000
Two weeks’ paid vacation first two years, increasing to three weeks thereafter. Paid holidays.

How to Apply / Contact

Prospective candidates should submit electronically materials consisting of a letter of interest, a resume, and the contact information for two individuals who have firsthand knowledge of the applicant’s professional abilities. References will not be contacted without prior notification of candidates. Submit materials to Daphne Rowe at