Grants Operations Assistant

ABOUT THE FOUNDATION

The Robert Wood Johnson Foundation (RWJF), located in Princeton, N.J., is a leading national philanthropy dedicated to taking bold leaps to transform health in our lifetime. To get there, we must work to dismantle structural racism and other barriers to health. Since 1972, we have focused on developing and promoting innovations in health and healthcare to improve the lives of millions. Through funding, convening, advocacy, and evidence-building, we work side-by-side with communities, practitioners, and institutions to achieve health equity faster and pave the way, together, to a future where health is no longer a privilege, but a right.  

At RWJF, we work toward three Generational Goals to transform health in our lifetime: Economic Inclusion for Family Wellbeing, Equitable and Accountable Public Health and Healthcare Systems, and Healthy and Equitable Community Conditions.
 
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. Equity, diversity, inclusion, and collaboration enable our staff’s wide range of experiences, passions, and perspectives to strengthen our ability to address our nation’s most pressing health issues and support a culture of belonging. Part of this work includes actively shaping an inclusive organization where all staff members thrive as we build and use our capabilities, voice, and power to advance health equity. RWJF offers a collaborative, collegial, and creative work environment. With a career at the Robert Wood Johnson Foundation, you will make a difference.  

ABOUT THIS OPPORTUNITY

Reporting to the senior director, Grants Management, the grants operations assistant provides administrative support for the Grants Management department and assists program and finance staff in all grants-related activities. This support includes the grant proposal intake process from receipt to award and reviewing and proofreading grant agreements and other materials. The grants operations assistant will also respond to public and staff inquiries on the Foundation’s programs, serving as a front-line information resource. The assistant will perform other duties as assigned. 

 

As with staff at all levels of RWJF, the grants operations assistant is expected to demonstrate a passionate commitment to equity and the Foundation’s mission and Guiding Principles.  

 

ESSENTIAL JOB RESPONSIBILITIES  

• Proposal intake and entry of grant proposals: (40%)  

• Process proposals from Application and Review System (A&R) into the Foundation’s Proposal Information Management System (PIMS) according to the documented standard operating procedures. This includes:  

• verification of required documents  

• entry of coding information  

• preliminary review of proposals for completeness and accuracy 

• Create/maintain standard operating procedures for grants assistant functions and department orientation materials: (10%)   

• Triage and respond to grant seeker and other external inquiries (“program inquiries”) via phone, email, and physical mail. Route inquiries to the appropriate department(s) as needed: (5%)  

• Process grant award letters and program contracts: (5%)   <