The Gottesman Fund Grants and Data Manager
Organization Overview: The Gottesman Fund, established in 1965, is a private family foundation incorporated in Washington, DC with an office in NYC. It is managed by Ruth L, Gottesman and is dedicated to:
- Enhancing and perpetuating Jewish life in the United States;
- Supporting cultural, medical, social service and educational institutions in the U.S.;
- Improving the quality of life for Israel’s inhabitants.
The Gottesman Fund does not accept unsolicited proposals and through a careful invitation and selection process, supports a diverse portfolio of grants and programs. Grants are focused in metro-area New York, as well as in Israel. Historically, the Foundation manages approximately 150 grants annually.
Position Overview: The Gottesman Fund is seeking a remote full-time, long-term contractor to serve as Grants and Data Manager. The Grants and Data Manager will play a critical role in managing the foundation's grants administration, ensuring the efficient and seamless operation of the grants management system, Fluxx. This position is responsible for overseeing the full lifecycle of grant applications, from managing incoming submissions to ensuring all records are accurate and up-to-date. The Grants and Data Manager will also monitor reporting and payment deadlines, provide internal and external technical support, and collaborate closely with the Finance department to manage payment schedules and banking information.
Although this is a contract role, the Grants and Data Manager will be a vital member of the team, contributing directly to the Foundation’s mission and participating fully in the life of the organization.
The ideal candidate will be highly organized, detail-oriented, and experienced in grants management database administration. A strong background in financial reporting, data analysis, and compliance with regulatory requirements is essential. This role demands a results-driven, solutions-focused individual with the ability to manage multiple tasks efficiently while maintaining high standards of confidentiality, accuracy, and integrity.
Who You’ll Work with:
- You will report to the Executive Director
- You will work closely with the Finance Department and our Philanthropy Advisors
- You will interface with the grantee community
Key Responsibilities:
Grants Management System Administration:
- Serve as the primary administrator for the foundation’s Fluxx grants management system, ensuring smooth functionality, troubleshooting system issues, and maintaining data integrity and accuracy within the grants database.
- Process and manage all incoming grant applications, ensuring completeness, adherence to foundation guidelines, and compliance with legal and IRS requirements.
- Develop a calendar for managing grants related dates and actively monitor and track reporting and disbursement deadlines and requirements for all active grants, ensuring timely submissions and compliance.
- Maintain accurate and organized electronic grant files, ensuring all documentation is properly filed and easy to access.
- Track and document any special conditions or restrictions associated with grants
- Develop and implement best practices and strategies for efficient and effective grants administration, while creating and maintaining up-to-date documentation to support and streamline processes.
Reporting & Data Integrity:
- Lead financial reporting and generate regular and ad hoc reports on grant activity and trends for internal and external stakeholders including updates on the status of active grants, progress, and compliance.
- Design and build customized reports, pivot tables, and dashboards from Fluxx and other data sources, ensuring they can be easily updated and automated over time to minimize manual intervention.
- Develop reporting tools that help track grantee progress against internal spending goals and monitor overall grantmaking performance.
- Collect and synthesize grantee-submitted data to produce comparative analysis reports, identify trends across multiple grants, and develop macro-level summaries to support organizational learning and planning.
- Draft and develop grant transmittal reports and letters.
- Ensure the completeness, accuracy and currency of all grant data in Fluxx.
Training & Technical Support:
- Provide technical support and training on the Fluxx grants management system to foundation staff and grantees.
- Troubleshoot and resolve any system-related queries from both internal and external stakeholders, including grantees.
Financial Coordination:
- Coordinate grant payment schedules and transfers with the Finance department to ensure timely and accurate payments and resolve any discrepancies or issues.
- Collect, verify and maintain secure records of grantee banking information for ACH transactions and prepare payment transmittal letters and other related correspondence.
- Record and update payment status in Fluxx, ensuring accurate tracking and liaising with grantees and the Finance department to address any payment issues.
Compliance & Regulatory Oversight:
- Stay up to date with regulatory requirements, including IRS and other relevant guidelines, and ensure compliance across all grant activities by communicating necessary adjustments to foundation processes.
Qualifications:
- Bachelor's degree required.
- 4+ years in grants management, ideally in a philanthropic organization or family foundation.
- Skilled in grants management database administration, maintaining data integrity and designing and generating reports. Experience with Fluxx is preferred.
- Advanced skills in Excel or Google Sheets, including building pivot tables, charts and data visualizations; ability to structure and manipulate large datasets to extract insights.
- Experience creating professional data presentations in Powerpoint or Google Slides for both internal leadership and external stakeholders.
- Experience with ACH payment systems and financial transactions, coupled with a strong understanding of IRS regulations and compliance requirements related to grantmaking.
- Comfort using remote work tools, including Zoom or other video conferencing.
- Sound judgment, with the ability to handle confidential information discreetly and responsibly.
- Exceptional attention to detail, strong time-management and organizational skills, with the ability to prioritize and manage multiple tasks and deadlines effectively.
- Proven ability to listen, discern challenges and identify solutions.
- Excellent interpersonal and written communication skills, with an empathetic and collegial spirit and a demonstrated ability to work effectively with both internal and external stakeholders.
- Adaptability and an ability to work independently and proactively seek support when challenges arise.
- Ability to function well in a remote first and largely paperless environment.
- Experience in family philanthropy is a plus.
Employment Details:
- Type: Full-time, long-term contractor engagement.
- Hours: Approximately 40 hours per week (East Coast business hours required) with an expectation of availability to meet Monday-Wednesday.
- Salary: $110,000–$120,000 annually, depending on experience and demonstrated ability to manage grants operations and data reporting.
- Location: Remote. The Gottesman Fund is located in New York, NY and maintains East Coast working hours.
- Work Environment: Small family foundation. Primarily remote team with fractional and full time employees working towards a shared mission. Contractors are valued members of the team and are included in organizational activities, communications, and collaboration whenever possible.
Equity at The Gottesman Fund:
The Gottesman Fund is an equal opportunity employer and values diversity at all levels. We consider all applications equally and do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
How to Apply:
Interested applicants should email resumes to [email protected]. A cover letter is optional but encouraged.
Applications will be accepted until June 13th or until the position is filled, whichever comes first. Please label your resume and cover letter this way: Last Name_First Name_Resume and Last Name_First Name_Cover Letter (if included).
Please note: we hope to create a welcoming, efficient hiring process. We will do our best to communicate promptly with applicants, but please understand if we aren’t able to respond to each individual application. Thank you for your interest in The Gottesman Fund.