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Grants and Operations Assistant

ABOUT THE FOUNDATION

Founded by Trellis Company (formerly TG), Trellis Foundation is a public charitable organization built on a 40-year heritage of supporting students and families in Texas who are pursuing their educational and career dreams. We focus on improving attainment for low- to moderate-income students who may not otherwise have an opportunity to earn a postsecondary credential or degree.

From 2006 to 2016, Trellis Company committed more than $400 million to help nonprofit organizations and higher education institutions improve the rates of postsecondary completion. The Trellis Foundation’s priorities are guided by the experience and expertise of the company’s prior funding efforts as well as the institutional knowledge of the organization’s work in student debt and decision-making.

ABOUT THE POSITION

The Grants and Operations Assistant will be the backbone of the operational support for the team. This role is responsible for various aspects of grant compliance and administrative/operational support for the Foundation. This will include monitoring documents and processes for all applicants and grantees to ensure all application and reporting requirements are met. Additionally, the Grants and Operations Assistant will play a key role in the maintenance of the grants process and program operations including, but not limited to, managing workflows, creating forms, compiling reports, reconciling financials, and monitoring grants.

This is a non-exempt position based at our offices in Round Rock, Texas. Initially, you would be working remotely. Trellis Foundation does not cover relocation expenses for this position.

Essential Duties and Responsibilities

The position incumbent is expected to perform the following essential duties and responsibilities of the position with reasonable accommodation.

Grants Management, Monitoring, and Compliance

  • Monitor the full lifecycle of grants from concept to closing for assigned program areas to ensure responsive and timely decisions.
  • Perform required due diligence process checks in grants mgmt. system on applicants and grantees prior to circulation for approval.
  • Monitor process compliance of program strategies and grantmaking.
  • Receive and process grantee requirements, including grant modifications, budget reconciliation and payments.
  • Accurately code, upload documentation, enter information, and track grant reviews in the grant records database.
  • Maintain grantee records and reports to the Foundation, with attention to monitoring deliverables, modifications, and payment information. Create grant agreements and award letters; support the program team by keeping all grantmaking on track by using reports and meetings, and following up as needed.
  • Provide monthly grants monitoring reports to the Executive Director for inclusion in Board communication
  • Contribute to the culture of knowledge management and information sharing to help inform the Foundation’s operational strategy as well as the field of postsecondary success in general.
  • Creating new grants applications and moving them through an existing process from initial budgeting to grant closure.

Operational Support

  • Work across various administrative functions (such as Finance, Investments, IT, and Communications) to enable efficient and streamlined flow of information.
  • Provides administrative support to the Foundation team, including but not limited to expense report management, processing of purchase orders, requisitions, contracts, and scheduling.
  • Maintain up-to-date documentation of all processes.
  • Providing contact management; serve as primary response to general calls and emails.
  • Assist in coordination of Board, Grantee, Foundation, and committee meetings and convenings (i.e., scheduling, managing attendance, materials preparation, room set-up, filing, producing various correspondence, and taking and finalizing minutes).
  • Maintain CRM.
  • Assist with special projects and other general office tasks as needed or assigned.

Collaboration and Personal Leadership

  • Work collaboratively with colleagues to develop and support initiatives and to advance overall impact.
  • Participate in and contribute to a culture of continuous learning and improvement in the pursuit of excellence.

KNOWLEDGE, SKILLS, AND ABILITIES

Required:

  • Exceptional attention to detail.
  • Excellent verbal and written communication and interpersonal skills necessary to develop cooperative working relationships with supervisory personnel, co-workers, grantees, program participants and the public.
  • Strong organizational and project management skills that reflect ability to perform and prioritize multiple tasks seamlessly, meeting deadlines through completion, and with excellent attention to detail.
  • Internal and external customer service orientation.
  • Advanced MS Office skills.
  • Familiarity with CRM or grants management system(s).
  • Ability to anticipate challenges, work independently, and effectively resolve potential issues through creative problem solving.
  • An ability to understand and interpret pertinent policies and procedures clearly and accurately.

Preferred:

  • Creative, proactive, and resourceful.
  • Effectively coordinate concurrent functions and priorities.
  • Intermediate-level Excel/spreadsheet software.
  • Advanced grantmaking database experience (Giving Data, Gifts Online, Fluxx, etc.), from grantmaker perspective.

QUALIFICATIONS

Education

Required:

  • Associates degree

Preferred:

  • Bachelor’s degree

Experience

Required:

  • 3+ years of applicable grant and/or professional administrative operations experience.
  • Demonstrated knowledge of database management and financial budgets.

Preferred:

  • Experience in project management processes and workflows.
  • Experience working with the Foundation’s priority populations (students of color, low income students, current or former Opportunity Youth, justice impacted individuals).

Physical and Mental Demands

Regularly must move about inside the office or external locations.

  •  Repetitive motion. Regularly operates a computer, phone, and general office equipment.
  • Regularly uses hands/fingers to handle, feel, or grasp; reaches or extends arm(s) in any direction.
  • Hearing and speaking. Regularly talks with other employees and on the phone, virtually, or in person. Regularly uses hearing to listen and respond to internal and external contacts.
  • Visual acuity. Regularly must have close visual acuity to view and enter information into computer and software systems, analyze data, develop presentations and reports, and other materials.
  • Mental focus. Requires worker to maintain a great deal of mental effort, focus and exchange detailed and accurate information through oral and written communication. Concentration and self-direction are required.

Work Environment

  • Work may be conducted remotely or in an office with a surrounding small cubicle environment.
  • Work environment is climate controlled with no substantial exposure to adverse environmental conditions.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, gender identity or sexual orientation. We are also an equal opportunity employer of individuals with disabilities and protected veterans.

Please view Equal Employment Opportunity Posters provided by OFCCP.


 
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