Systems Specialist, Operations and Grants Management

UJA Federation of New York | New York, NY, United States

Posted Date 12/01/2021

About the Organization:

The world’s largest local philanthropy, UJA-Federation of New York’s mission is to care for Jews everywhere and New Yorkers of all backgrounds, to respond to crises close to home and far away, and to shape our Jewish future. Funds raised by UJA-Federation sustain the activities of local health, human-service, educational, and community agencies. Every day, these community-based organizations provide a multitude of services that improve and enhance people’s lives.

Job Description

The Operations & Grants Management team is part of our Community Planning and Agency Resources (CPAR) Division. This team is responsible for the management of financial processes and systems that support strategic planning and grant making at UJA-Federation of New York. The Operations team works to ensure efficiency, streamlining, and standardization across the division and, where applicable, across the organization. The Systems Specialist will liaise with various departments (including Accounting, Impact Performance and Assessment, Information Technology Services, and Legal) to streamline and maintain efficient processes.

While each team member is assigned primary responsibilities, all are expected to do their work with the primary responsibilities of the team in mind, and an understanding of how all of the pieces make up the whole.  

Primary Responsibilities of the Operations and Grants Management team

  • Budget management for planning division, planning departments, and special and venture funds
  • Budget oversight of the Israel Office
  • Development of CPAR Appropriations process and templates
  • Development, streamlining, and standardization of grants and contract management processes
  • Monitoring and facilitation of CPAR technology needs
  • Continued development, management, and ongoing supervision of grants management system (internal database), UJANet (web-based grants management portal), and Customer Relationship Management (CRM) systems
  • Development, oversight, and implementation of organizational and grant-related data collection, analysis, and reporting tools (in collaboration with IPAD, our research department)
  • Training and skill building for grantmaking professionals related to systems and operations
  • Training and skill building for UJA grant recipients

Primary Responsibilities of Systems Specialist

  • Day-to-day data and systems maintenance, customer service, query reports, and testing (in collaboration with IT and Accounting)
  • Oversight of the Grants and UJANet inboxes, responsible for fielding questions from UJA staff as well as grantees around grants systems and processes
  • Review of application and reporting budgets submitted by grantees
  • Assisting the Operations and Grants Management team in identifying opportunities for improved efficiency
  • Special projects, as needed

Education and Experience

  • Bachelor’s degree required
  • Minimum of two years of related experience
  • Outstanding computer skills, proficiency in Microsoft Office, including advanced spreadsheet (power query) and database familiarity (MySQL)


  • Demonstrated ability to handle multiple priorities at the same time and maintain strong attention to detail
  • Outstanding organizational, verbal, and written skills
  • Strong analytical skills and ability to identify and conceptualize trends and emerging issues
  • Ability to start and persist with specific courses of action while exhibiting high motivation and a sense of urgency
  • Can grasp important information in oral communications by actively listening, summarizing what has been said, and asking questions to clarify ambiguities
  • Can communicate with others in a warm and helpful manner while simultaneously building credibility and rapport
  • Ability to respond to requests for assistance in a timely and thorough manner
  • Team-orientation and ability to work well with others
  • Self-starter able to work independently


Education, Required: Bachelors or better.


2 years related experience

Great Perks. Because We Appreciate Great Employees.

Time Off:
We offer a generous number of vacation days and have the Jewish holidays off as well. Fridays our offices close early (October to March at 3:00 pm and April to September at 4:00 pm). All so you can relax and recharge.

Health Care:
UJA provides a top-tier medical and dental plan, along with a flexible spending account. We also offer life insurance. And for a small cost you can take part in on-site yoga and exercise classes at our Manhattan office. Wellness matters to us.

Planning for Retirement:
UJA employees can enroll in a pension plan and tax deferred annuity.

Career Development:
Classes, workshops, and compelling speakers will keep you at the top of your game.

We come together as a staff to commemorate holidays (from Rosh Hashanah to MLK Day), volunteer at nonprofits, and celebrate our accomplishments together. (Our chocolate chip cookies are legendary!)

Some More (Yes, more!)
We also offer a backup childcare program. And a commuter benefit plan. So you can get to work and feel good about it.

Also, a lot of the times, we’re wearing jeans.

Full Time
Administrative Support | Development Associate | Fundraising/Grants/Giving
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