Associate, Grants Management

Associate, Grants Administration

Job Description: Programs · New York, New York

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 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 2 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!

Reports To: Manager, Grants Administration

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 grant applications, reviews, approvals, payment processing, reporting, and impact tracking. The Associate will also support other functions of the Resource Enablement including ongoing programmatic data collection from our partner hospitals and basic data analysis.

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.

Responsibilities 

Responsibilities include, but are not limited to:

• Review and process incoming grant applications and program expenses, in collaboration with the Grants Management Team, to ensure funding meets strategic priorities and requirements


• Assist with data entry and updates to our grantmaking system to ensure accuracy for all grants and organizations


• Perform due diligence on incoming applications to ensure all legal requirements are met


• 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


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


• Streamline and standardize processes: help develop, document, and operationalize efficient procedures for managing programmatic spending, helping to enable consistency, transparency, and scalability across all programmatic initiatives


• Review incoming wire information from partners and vendors, work to complete required verification and provide reports and documentation to Finance


• Support payment inquiries and manage processes for multiple payment grants and expenses


• Help to streamline and improve grants management processes and systems


• Help compile grants data and documentation for audit purposes


• Create reports, dashboards, and visualizations for global staff and partners to support programmatic communication and decision-making.


• Support the development and administration of partner surveys


• Conduct literature reviews and basic data analysis to help measure the impact of Smile Train’s grantmaking

Required Education and Experience:

• Bachelor’s degree required (or equivalent experience)


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


• Tech savvy and a quick learner with new software systems


• Proficiency with MS Excel and grants management databases required (Familiarity with Salesforce, foundationConnect, and Formstack is a plus)


• Experience with survey tools and methodology


• Ability to analyze and interpret data and share results with a variety of audiences to support business objectives.


• 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 independently troubleshoot basic technical issues


• 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

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

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 resume 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.