Grants & Finance Assistant Confidential Pasadena, CA Job Details Full-time $70,000 - $80,000 a year 1 day ago Benefits Paid holidays Health insurance Dental insurance Matching gift program Paid time off Vision insurance Retirement plan Qualifications Microsoft Excel Microsoft Outlook Zoom Bachelor's degree Video conferencing software QuickBooks Microsoft Teams Managing projects CRM system proficiency Technical Proficiency Donor and alumni database management Video conferencing systems operation

Full Job Description Grants & Finance Assistant Organization:

Confidential Location:

Pasadena, CA /

Onsite Position Type:

Full-Time Reports To:

Director of Grants Management & Program Related Investments Position Overview The Grants & Finance Assistant supports all aspects of grant administration and payment operations. This role requires tracking grants through the entire cycle from submission to consideration to approval to payment to reporting in the Foundation's grants management system. The ideal candidate thrives in a fast-paced philanthropic environment and is capable of working well independently and in small teams to meet deadlines. The position will be split between grant management and finance functions.

Key Responsibilities:

Grants Grants Administration:

Support the administration of all aspects of the grant management process, including assuring compliance with IRS and Foundation requirements, assisting potential applicants and grantees navigate the grants portal, tracking grant reporting and payment requirements, and communicating with grantees and applicants.

Systems Administration:

Serve as primary administrator of the online grant system and provide necessary training to staff on online system and internal database, including interacting with software support to address issues and improving functionality.

Systems Maintenance:

Update and maintain databases and online application system to ensure data integrity. This includes creating and updating online grant application and reporting forms, creating and updating grant records and grant cycles, data entry, system modifications, and advanced technical troubleshooting.

Process Improvement:

Help to improve grantmaking and payment process workflows and recommend and adopt tools to improve efficiency and maintain compliance.

Finance and Accounting Summary of Role:

Provides foundational support to the finance and accounting function by performing routine accounting tasks, maintaining accurate financial records, and assisting with month‑end close and reporting.

Accounts Payable and Receivable:

Process invoices, reimbursements, deposits, and routine journal entries. Prepare billing, record cash receipts, and track receivables.

Account Reconciliations:

Prepare basic reconciliation of credit cards, prepaid expenses, and other routine accounts. Maintain reconciliation schedules and supporting documentation.

Period End Closing:

Assist in retrieving and compiling cash and investment statements. Track workflow process for account and period end reconciliations.

Annual Audit:

Assist in preparing PBC schedules, providing documentation, and coordinating deliverables to the auditors. As part of a small team, the position requires undertaking special projects as assigned.

Required Qualifications Experience & Education Relevant Experience:

Two to four years of experience with data entry and database management either in grants administration or accounts payable strongly preferred. Familiarity with accounting principles and accounts payable and receivable.

Sector Background:

Prior experience working at a non-profit organization, philanthropic foundation, or public trust highly preferred.

Education:

Bachelor's degree preferred or equivalent professional experience in grants management or bookkeeping.

Technical Skills Software Proficiency:

Advanced knowledge of Microsoft Office 365 (Word, Excel, PowerPoint, Outlook). Substantial experience with grants management databases (SmartSimple or similar systems) strongly preferred.

Digital Tools :

Familiarity with video conferencing systems (Zoom, Teams), accounting and expense software (BILL.com, Quickbooks, Paylocity), and grants management databases and CRM software (SmartSimple or similar, Salesforce or similar).

Core Competencies Discretion & Ethics:

Unwavering commitment to maintaining strict confidentiality regarding sensitive grantmaking, financial decisions.

Project Management:

Ability to work proactively and productively, both independently and as part of a team, prioritize, schedule and produce work in a timely manner.

Communication:

Excellent verbal, written, interpersonal, and technical skills in both one-on-one and group settings required.

Collegiality and Professionalism:

Strong level of professionalism and inclusiveness with staff and leadership internally and externally, along with a broad knowledge of business standards and etiquette.

Benefits & Compensation Salary Range:

$70,000 - $80,000 commensurate with experience.

Health & Wellness:

Comprehensive medical, dental, and vision insurance packages (100% employer-covered options).

Retirement:

SEP-IRA plan with an exceptional 15% foundation contribution.

Paid Time Off:

Generous vacation package, wellness days, and paid foundation holidays.

Philanthropic Perks:

Matching gift program for personal charitable donations.

Pay:

$70,000.00 - $80,000.00 per year

Benefits:

Dental insurance Health insurance Paid time off Retirement plan Vision insurance

Work Location:

In person