OFFICE OF PROPOSAL MANAGEMENT
The Robert Wood Johnson Foundation (RWJF), located in Princeton, N.J., is the largest philanthropy in America dedicated solely to health. Since 1972 we have been providing funding, assistance, and research for projects and programs to help people, their families, and their communities be as healthy as possible. RWJF is committed to working alongside others to build a Culture of Health where everyone has a fair and just opportunity for health and well-being.
We take seriously our responsibilities, and we pledge to work in ways that reflect our guiding principles. These are rooted in equity and influence everything we do at RWJF. Diversity, inclusion, and collaboration allow our staff’s wide range of experiences, passions, and perspectives to enrich our work and strengthens our ability to address our nation’s most pressing health issues. With a career at RWJF you will make a difference.
The grants assistant provides support for all areas of the proposal grant proposal intake process from receipt to award in the Office of Proposal Management (OPM). OPM is the Foundation’s primary point of contact with the public, and is responsible for the receipt and entry of all inquiries and proposals for funding, management and integrity of the grants database and list of contacts, and administrative support for the grantmaking process.
The grants assistant will perform database maintenance and respond to internal and external inquiries serving as a front-line information resource to the public and staff on the Foundation’s programs, policies and procedures. The grants assistant will serve as a representative of the Foundation by delivering superior customer service to applicants, grantees, and staff.
As with staff at all levels of the Robert Wood Johnson Foundation, the grants assistant will be expected to demonstrate a passionate commitment to the Foundation’s mission and Guiding Principles.
ESSENTIAL JOB RESPONSIBILITIES
- Proposal Intake
PIMS (In-house grants database system)
° verification of required documents
° entry of coding information
A&R (In-house grant application and review system)
° preliminary screening of unsolicited proposals; triage proposals to appropriate program staff for funding consideration
° prepare turndowns for proposals not funded
- Creates/maintains Foundation Standard Operating Procedures for proposal management functions.
- Maintains the RWJF guide for directing calls.
- Award letter processing and creation of special language as needed.
- Administration of President’s staff meeting, including calendar appointments, agendas and notes.
- Processing of foundation projects and program contracts.
- Shared responsibility of database maintenance and changes.
- Provides light scheduling and travel support to unit.
- Provides back-up to other OPM staff as needed.
- Performs other duties as assigned.
- Combination of education and/or experience equivalent to a Bachelor’s Degree.
- Minimum of two (2) years directly related experience to the duties and responsibilities specified. Grant experience a plus.
- Ability to foster an inclusive environment working as part of a multidisciplinary team and working effectively with persons from diverse cultural, social and ethnic backgrounds.
- Excellent customer service orientation, interpersonal skills and ability to build trusted reliable relationships. Understands impact on their work on others and adapts to change effectively.
- Strong ability to prioritize and handle multiple tasks, requests, people and personalities simultaneously.
- Demonstrated proficiency in using the Microsoft Office Suite (Outlook, Word, Excel, Powerpoint), especially Microsoft Outlook as well as experience with portable devices (smartphones, tablets, etc.) and general office equipment. Prior experience with databases preferred.
- Experience with file sharing systems (e.g., Dropbox, Google Docs, etc.) preferred.
- Proficiency with general systems and ability to learn new systems is required.
- Ability to read and comprehend instructions, short correspondence and memos, write correspondence, and effectively present information in one-on-one and small group situations.
- Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
- Strong planning, organization and time management skills with the ability to meet deadlines, anticipate needs and be proactive.
- Strong attention to detail, accuracy with work, organizational skills and follow through.
- Strong team player with the ability to work independently as well as in a team-based collaborative environment. Ability to interact with staff at all levels.
- Ability to coordinate with and back-up other administrative staff.
- Confident, self-aware and flexible.
- May require some overtime, as needed.
PHYSICAL REQUIREMENTS/WORKING CONDITIONS
The incumbent performs job duties in a traditional business office environment. Tasks are generally carried out with no specific or unusual physical or environmental demands. While performing the duties of this job the incumbent is regularly required to work at a desk with a computer for extended periods of time. Specific physical abilities required by this job include operating basic office equipment such as personal computers, duplicating machines, fax machines and standard office telephones. The incumbent may be required to attend meetings, both on-site and off-site, via phone or videoconference.