Grants Assistant

The Organization 

ECF is committed to building a vibrant city and enriching the lives of all Edmontonians. We do this by providing an average of over $33 million in grants and student awards each year, thanks to the generous support of thousands of donors. As the largest non-governmental funder of the charitable sector in our City, ECF is in a unique position to address long-term, complex community needs by working with donors, charities, volunteers, government and community partners.

The Opportunity

Reporting to the Manager of Grants, the Grants Assistant is an integral member of the Grants team, responsible for providing administrative and operational support throughout the grant making process. This role ensures the smooth execution of grant programs by managing application workflows, maintaining accurate records, and supporting communication with applicants and stakeholders. As a key contributor, the Grants Assistant supports in all aspects of the grant lifecycle, from intake and review to disbursement and reporting. You will serve as the first point of contact, offering guidance on application processes and ensuring their experience is professional, supportive, and efficient.

The Grants Assistant will also play a critical role in maintaining the integrity of our grants management system, generating reports, and collaborating with internal teams to ensure alignment with organizational goals. In this position, you will gain valuable exposure to the nonprofit and grant making sectors, contributing meaningfully to initiatives that positively impact the community. This is a dynamic role that requires exceptional organizational skills, attention to detail, and a proactive, collaborative approach to problem-solving. If you thrive in a fast-paced, mission-driven environment and are passionate about making a difference, this position is an excellent opportunity for you.

Key Roles & Responsibilities:

• Grant and Award Administration:
  • Provide general administrative support to grants and awards programs.
  •   Assist with the intake, review, and processing of grant applications, ensuring all documentation is complete and accurate.
  • Notifying applicants and preparing letters for recipient agencies, institutions, and/or students.
  • Monitor application deadlines and ensure timely communication with applicants and stakeholders.
  • Support the preparation of materials for board meetings or grant committee reviews.
  • Identify opportunities to streamline and improve grant administration workflows, ensuring efficiency and accuracy.

• Database Administration and Reporting:
  • Maintain and update records in the grants management systems, ensuring accuracy and confidentiality.
  • Generate reports, track grant activities, and provide insights to support grant and awards operations.

• Program Communication and Support:
  • Serve as the first point of contact for grant applicants, answering questions and providing guidance on eligibility criteria and application processes.
  • Act as liaison to sub-committees and panels, including preparing agendas, weekly summaries, providing access to proposals, scheduling meetings, attending meetings, taking notes, and distributing minutes.
  • Assist Student Awards Associates in supporting awards panels (e.g. approximately 16 panels).
  • Assist in coordination of ECF’s volunteer recognition efforts.
  • Assist in the development of materials such as grant guidelines, FAQs, and application resources.
  • Annual review and update of contact for marketing and promotional materials (i.e. schools, specific contacts, emails, etc.).
  • Reviews applications in collaboration with other Grants staff.

The Ideal Candidate

As the ideal candidate, you will possess the following qualifications:

•  A university degree combined with 1-2 years of directly related experience in administrative or program support roles; equivalent combinations of related post-secondary education and directly related work experience will be considered.
• Excellent skills in Outlook, Microsoft Office (including Word and Excel) combined with experience utilizing and/or administering customer relationship management (CRM) applications and databases.
• High degree of service orientation combined with the ability to communicate and interact professionally with a diverse range of people.
• Demonstrated ability to successfully manage multiple tasks and deadlines.

Additional requirements include:

•  Strong interpersonal skills with a friendly, welcoming and professional demeanor.
• Exceptional verbal and written communication skills.
• Superior organizational skills with ability to prioritize and manage multiple tasks.
• Excellent skill and proficiency with desktop applications (e.g. MS Office).
• Demonstrated skill and experience in utilizing customer relationship management (CRM) databases and related applications.
• High degree of initiative and ability to work effectively as part of a team and independently with little supervision.
• Ability to maintain a positive and proactive approach while adapting to new challenges.
• Excellent keyboarding skills with high degree of accuracy.
• Demonstrated ability to professionally and accurately create reports, correspondence and other documents.
• Exemplary client service orientation.
• Strong analytical and problem-solving skills with attention to detail.
• Some flexibility to work evenings and weekends as required.
• Experience in a non-profit or charitable environment is an asset.

If you have all these qualities and are excited about the opportunity to be part of an organization that truly makes a difference, we would like to hear from you.

What we Offer

We value diversity, equity, and inclusion and welcome candidates of all backgrounds to apply. We also offer a competitive salary and benefits package, professional development opportunities and a supportive work environment including:

•  Salary Range: $48,000-$65,000/year.
•  A 35-hour standard work week.
• Downtown work location with free parking available.
• Extended Health, Dental and Short/Long Term Disability Benefits, Life Insurance and a Health Spending Account.
• A 9% contribution to our group RRSP.
• A hybrid work environment where employees collaborate on site a minimum of 3 days per week with the flexibility to work remotely up to 2 days per week.
• Vacation starts at three weeks per year.
• 12 combined personal and sick days.

How to Apply

We’re excited to partner with Involvi Human Resources! This Edmonton-based firm is assisting us in our search for top talent. To apply, send your cover letter and resume to Recruitment@involvi.ca.

This position will remain open until a suitable candidate is found. We are eager to fill this role and our review of applications will begin February 18, 2025. Apply now to get the jump on a new career!