Associate, Grants Administration

About Smile Train 

Smile Train is changing the world one smile at a time. Our goal is to transform every person's life impacted by a cleft lip or palate. We train and support doctors and medical professionals to provide our beneficiaries with free, life-changing comprehensive cleft treatment. Our sustainable model has allowed us to reach 1.5 million children in 90+ countries, and we’re just starting. We are truly changing the world one smile at a time.

Smile Train is looking for exceptional people to join a worldwide team of dedicated, passionate professionals. Our team is creative and highly motivated individuals working to make a positive impact. Join us!

 Role Summary: Grants Administration is central to what Smile Train does, and how we empower healthcare workers to serve their communities. Grants Administration is part of our Resource Enablement team and supports Smile Train’s vision and strategic program goals by coordinating grantmaking operations, systems, and data. In collaboration with other members of the team and colleagues around the globe, the Associate, Grants Administration will ensure the quality and timeliness of program funding management across the full grantmaking lifecycle. This includes supporting senior review and approvals of grant applications, ensuring compliance with OFAC requirements, monthly payment processing, managing the documentation process, and compiling data for reports.

This is a full-time staff position based at our headquarters in New York City. This is a hybrid role: the selected candidate will be expected to work from our office two days per week and be in the greater New York City area the other three days. 

Reports To: Director, Grants Administration

Key Responsibilities: 

Responsibilities include, but are not limited to:

Conduct senior review on incoming grant applications and program expenses, in collaboration with the Grants Management Team, to ensure funding meets strategic priorities and requirements

Ensure restricted donations are accurately tagged and check associate reviews to ensure accurate data entry

Ensure senior staff has accurate information to review grants, including information on partner status, background on previous investments, partner volume, and flagging grants that don’t align with our priorities

Perform due diligence on incoming applications to ensure all legal requirements for new partners and vendors are met; record responses on New Partner sheet to the organization in Salesforce.

Follow up with PMS and SMOs on contingent payments on a monthly basis

Prepare Grant Cycle Spreadsheet for Senior Staff (every other cycle, on the 15th), and route spreadsheet through Senior Staff and Finance Approvals

Liaise with colleagues and partners around the globe to receive and process grants, making sure applications are complete, correct, and finalized in a timely fashion

Run monthly surgical payment process, including exporting and checking data, creating payments, tagging restrictions, and routing spreadsheet for approval

Serve as a resource and knowledge expert to colleagues and partners who have questions about the grants process and database

Participate on the core team responsible for transitioning our grants management system to Salesforce Grantmaking, specifically to advise on PPS, templates, and the contract process

Draft and send all manual award letters for grant cycles, PPS, and India processes

Update and create letter and contract templates as needed

Work with PMs to confirm new partner details and manage process for drafting and routing new agreements.

Assist with reviewing monthly restriction update from finance, pull payment information for entity surgical list, and prepare information required for donor reports and applications

Daily management of CSI watchlist

Required Education and Experience:

Bachelor’s degree required (or equivalent experience) 

4+ years relevant experience in grants management, administrative, or related role 

Experience with Salesforce, foundationConnect, and/or Salesforce Grantmaking

Tech savvy and a quick learner with new software systems 

Proficiency with MS Office Suite

Basic understanding of best practices and regulations for US-based grant making organizations 

Excellent attention to detail, organizational and time management skills 

Superb written and verbal communication skills; excellent cross-cultural communication skills and sensitivity to other cultural values, norms, and customs 

Ability to develop and follow clear processes, and to be able to explain them to teammates when needed

Ability to work under tight deadlines and acclimate to evolving priorities; demonstrated experience handling multiple assignments simultaneously 

Flexibility and initiative to work both independently and as part of a team 

Passion for grants management administration and interest in Smile Train’s work and vision 

Accountability Expectations:

Ownership of Outcomes: Take full responsibility for one’s own performance, ensuring alignment with Smile Train’s mission and objectives.

Transparent Communication: Communicate openly and effectively with team members, fostering trust and a shared understanding of expectations and priorities.

Emotional Intelligence: Demonstrate empathy, understanding, and cultural sensitivity to contribute to an inclusive and supportive team environment.

Empowerment: Effectively communicate with supervisors to ensure you are equipped with the resources, guidance, and autonomy you need to excel in your role

Team Cohesion: Contribute to a culture of collaboration, mutual respect, and shared accountability, helping the team to thrive in a fast-paced, mission-driven environment

Compensation Range: $48,000-$52,000 annually

This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Duties, obligations, and activities may change, or new ones may be assigned at any time, with or without notice.

Application Information:

Smile Train is an equal opportunity employer, committed to inclusive hiring and dedicated to diversity in our work and staff. We strongly encourage candidates from all groups and communities to apply. To apply, please complete the application online. Include your CV, and a cover letter that describes why you believe you would be a good fit for Smile Train and this role. We encourage interested applicants to apply as soon as possible.