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Grants Associate

Berkshire Taconic Community Foundation
Job Title: Grants Associate
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Job Search Ends:
September 30th, 2020
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The mission of Berkshire Taconic Community Foundation is to strengthen communities through philanthropy and leadership. We offer donors, nonprofits and community groups the tools and expertise to achieve their philanthropic vision and goals, and identify critical areas where the foundation can leverage its relationships and leadership for lasting impact. Founded in 1987 in Salisbury, Conn., Berkshire Taconic serves Berkshire County, Mass.; Columbia and northeast Dutchess County, N.Y.; and northwest Litchfield County, Conn. In all, we serve the residents of 70 towns and three cities across three states, within a 2,200-square mile region.

Like most community foundations, Berkshire Taconic offers a variety of fund types that allow donors and community groups to build charitable resources and make grants and other awards over time to achieve their philanthropic goals. BTCF has also proactively established funds to address a specific issue in our region or to develop permanent charitable resources to serve a set of communities. This has resulted in the creation and growth of 11 area funds, 33 education enrichment funds that serve every public school district in our region, and special initiatives to address regional challenges. As we enter our fourth decade, we are expanding our reach and focusing on a set of strategic priorities where we believe philanthropy can make a measurable difference.

In total, the foundation manages more than 550 funds totaling nearly $150 million in assets that together make over $8 million in grants and other awards each year. BTCF is a learning organization that embraces a culture of high performance, transparency and flexibility. All staff participate in professional development activities on an ongoing basis and work cooperatively as a team. We are respectful of each other, the volunteer board and committees that guide our work, and the nonprofits and donors who are our vital partners in improving lives across the region. More information can be found at www.berkshiretaconic.org.


The grants associate is responsible for the management of the grant administration for all foundation funds. This includes the design, implementation and coordination of the overall grant request/application intake, due diligence, grant payment processing, grant report and statistics collection and database reporting. This position works closely with the program director and with a staff team responsible for advancing all programmatic and donor service work. The grants associate is responsible for the smooth operation of both the weekly grant payment process and the ongoing administration of competitive and proactive grants processes. This position also works closely with the database manager to maintain foundation databases, including the foundation’s online grantmaking portal. Berkshire Taconic uses FIMS (Foundation Information Management Systems) as its primary database and Foundant and SlideRoom for online grant processes. The successful candidate will be expected to become proficient in all three applications.


The successful grants associate will achieve the following outcomes over time working with other staff:

  • Efficient and accurate routine grant and scholarship processing with attention paid to grantee/donor satisfaction
  • Robust and accurate extraction of statistical data from multiple applications to support the foundation’s objectives 
  • Fully functioning and evolving online application portals that meet internal and external needs
  • Contributions to the program department’s work that allows for a constantly improving system that is supportive of positive interactions with internal and external constituents


Intake of grant applications/requests

  • Enter weekly grant recommendations into the database system
  • Assemble and review all documentation for accurate disbursements
  • Proactively support the grantmaking calendar by anticipating the processing needs of the program department

Due diligence

  • Verify charitable status of grantees
  • Identify any grant intentions that warrant further investigation and alert the program director
  • Pay attention to donor recommendations and ensure that the correct language is captured in the transmittal letters

Grant processing

  • Collate grant cover sheets, checks and letters
  • Flag any special mailing requirements
  • File grant paperwork
  • Respond promptly to any questions raised


  • Oversee routine grant conditions
  • Alert the program director to any grant unpaid for more than two weeks

Database management and reporting

  • Work with database manager to ensure accurate and complete records
  • Code each grantee and grant application in accordance with foundation requirements
  • Regularly update grantee records in FIMS database as needed
  • Prepare analysis reports and conduct research as directed

Online grant application portal maintenance

  • Maintain strong knowledge of application portals and alert team members to new features that may benefit the department
  • Administer online grant and scholarship application portals and serve as main contact for applicants
  • Ensure current grant cycles are posted online and edit as necessary
  • Prepare applications and reports for committee review
  • Record grant decisions, import grants to the FIMS database and save applications on the foundation’s server • Notify grant applicants of decisions and methods of claiming grants
  • Make payments
  • Reconcile grant payments to school districts annually to ensure that all projects have been funded or that any unexpended grant dollars are returned to the fund

Oversight of basic needs grant applications and payments

  • Write an anonymous description of the request for staff/advisor review
  • Communicate grant decision and payment schedule to the individual presenting the application • Gather necessary documents for payment
  • Maintain records of grantees receiving funding for multiple payments
  • Provide the program director with statistics on the funds for reports to internal and external entities


The ideal candidate will demonstrate the following attributes and skills:

  • Bachelor’s degree required
  • Experience in working with databases, including reporting and using mail merge, as well as Microsoft Excel, Word, PowerPoint and Outlook. FIMS experience highly desired.
  • Highly organized to manage multiple priorities and deadlines in a fast-paced environment
  • Accurate and detail-oriented
  • Highly proficient with technology
  • Proficiency with database management
  • Appreciative of high professional standards
  • Discrete
  • A team player: helpful, polite, collaborative, supportive and respectful
  • Comfortable working with a wide variety of people
  • Committed to ongoing professional development
  • Action oriented and proactive problem solver
  • Experience in a professional office
  • A strong interest in the work of the foundation and the nonprofit field


Commensurate with experience and skills. Benefits include health, dental, life, disability, paid vacation, sick leave and contribution to 403(b) plan.


Please submit resume and cover letter to Program Director Maeve O’Dea at maeve@berkshiretaconic.org.

Berkshire Taconic is an equal opportunity employer and will not discriminate in recruiting, hiring, promoting, discharging, compensating, training employees, or other aspects of employment on the basis of race, color, ancestry, religion, sex, sexual orientation, citizenship status, marital status, national origin, age, physical or mental disability, status as a disabled veteran of the United States Armed Forces or of the Reserves or National Guard.

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