About Spencer 

The Spencer Foundation is dedicated to advancing education through the funding of research that addresses critical questions and opportunities in education. Our programs support rigorous, intellectually ambitious research, fostering creative scholarship and cross-disciplinary collaboration. We are committed to promoting diversity, equity, and inclusion in all our initiatives, aiming to transform educational systems and practices.  

At Spencer, we cultivate a professional and friendly work environment that encourages high-quality work and values the unique contributions of each team member. We believe in the capability, dependability, and value of our colleagues, providing them with the resources they need to excel in their roles. Our culture is characterized by deeply respectful engagement and collaboration, making the Spencer Foundation a dynamic and supportive workplace.  

Job Summary 

The grants program administrator is responsible for the day-to-day grant administration of research proposals and approved grants. As a key member of the grants administration team, the grants program administrator will contribute to the improvement of current grant policies and procedures and identify ways to effectively streamline the administration processes across the organization, engaging with Program Staff, Finance, and Leadership. Coordinates administrative aspects of the grant application and review process for research proposals, ensuring that the lifecycle for each cycle is concluded promptly and within the deadlines. Serves as the primary point of contact for the principal investigators and peer reviewers, troubleshooting grant questions related to pending proposals, procedures, payments, and providing technical assistance. This role may also provide administrative support to the Program Director as needed.  

Essential Job Functions  

• Coordinates the administrative processes for grant programs, including scheduling grant deadlines, timelines, and review cycles. Acts as the administrative lead for program staff, reviewers, and principal investigators, including reviewing proposals for completeness, securing missing information from principal investigators, and conducting due diligence on awards and budgets.  
• Enters/updates organization and contact information into the grants database.    
• Promptly responds to grant inquiries from potential applicants in a timely manner.  
• Distributes proposals to program directors as required and organizes the review process, including preparing meeting materials for decision-making meetings.  
• Processes requests for honorarium payments to external reviewers and committee members, collaborating with the finance team to ensure the accuracy of payments. 
• Oversees all other administrative and processing tasks related to the application and review process.  
• Prepares all correspondence including, but not limited to, grant award letters and declination letters, grant processes, and deadlines. 

Education and Experience  

• Bachelor’s degree preferred. 
• Minimum 4 years administrative experience in a professional office strongly preferred. 
• Grants administration experience in a philanthropic organization strongly preferred. 
• Previous experience with database management and database systems strongly preferred.  Experience with  SmartSimple Grants Management System a plus. Experience with Excel and Microsoft Office a plus. 

Competencies 

• Exceptional attention to detail and organizational skills 
• Ability to manage multiple projects and deadlines to ensure timely delivery of projects. 
• Excel at collaborative work and contribute positively and effectively to team efforts. 
• Ability to contribute proactively and positively to solutions with grant process with the overall team reviewers, principal investigators, and staff. 
• Excellent customer service skills and ability to maintain civility and professionalism in all interactions. 
• Ability to thrive in a busy, deadline-driven environment. 
• Excellent verbal and written communication skills, with the ability to manage communications professionally with a high attention to detail.   
• Ability to handle confidential matters with sound judgment and complete discretion. 
• Aptitude for using and learning various computer systems in support of the work. 

Physical/Sensory and Environmental Requirements  

• Office setting.  
• A significant amount of time is spent doing detailed computer work either sitting or standing.   
• The primary repetitive motion in which the incumbent is engaged is keyboarding.  
• Visual and auditory acuity required. 

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Equal Opportunity Statement 

The Spencer Foundation is committed to being a diverse and inclusive workplace. We encourage applicants of different backgrounds, cultures, gender experiences, and perspectives to apply. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sexual orientation, gender, gender identity, age, physical disability, family or parental status, veteran status, socioeconomic status, or length of time spent unemployed.