Grants & Operations Assistant

Title: Grants & Operations Assistant

Location: ROUND ROCK TX US

Job Description:

About the Foundation

Trellis Foundation is a grantmaking public charitable organization dedicated to improving postsecondary attainment for low-income students and students of color in Texas. Our approach is highly collaborative and prioritizes catalytic investments, focused on changing or informing change to policy, practice, and systems.

Position Overview

The Grants & Operations Assistant provides administrative and operational support to the Foundation's grantmaking and day-to-day operations. Reporting to the Senior Manager for Grants and Operations, this role ensures the smooth functioning of grants management processes, maintains organizational systems, and supports various administrative functions that enable the Foundation team to focus on strategic initiatives. This position is ideal for a detail-oriented professional who thrives in a collaborative environment and is passionate about supporting postsecondary educational attainment in Texas.

Responsibilities

Grants Management Support

• Create documents from templates for grant applications, award letters, and reporting materials.
• Prepare materials for board meetings, ensuring all documentation is complete and properly formatted.
• Process memberships and sponsorships in accordance with Foundation policies.
• Pull reports from the grants management system as requested by program staff and leadership.
• Assist with data entry and maintenance in the grants management database.
• Support due diligence processes by organizing and tracking required documentation.

 Process Tracking and Documentation

• Maintain calendar of regular Foundation processes, including operational and compliance activities, grant cycles, and board meeting schedules.
• Provide timely reminders to staff and grantees for completion of required tasks and deliverables.
• Create and update process documentation in partnership with the Senior Manager for Grants & Operations and Chief of Staff.
• Track compliance with Foundation policies and grant agreement requirements.

 Data and Knowledge Systems Support

• Check and clean grants management system data to ensure accuracy and integrity.
• Maintain the Foundation's intranet with current information, resources, and documentation.
• Conduct basic research and compile information to support program and operational decisions.
• Generate standard reports and assist with ad hoc data requests.

 Financial and Expense Processing

• Submit invoices and reimbursement requests in accordance with Foundation policies.
• Record grant payments and maintain accurate financial tracking.

Event Logistics and Support

• Book venues for Foundation meetings, convenings, site visits, and other events.
• Organize catering and coordinate with vendors for event services.
• Provide day-of and onsite logistics support for meetings, convenings, site visits, and other events.
• Manage meeting logistics, including room reservations and setup, technology setup, materials preparation, and communication with participants.
• Coordinate travel as needed for Foundation staff and event participants.

Administrative Support

• Coordinate scheduling for Foundation staff, board members, and external stakeholders as needed.
• Assist with correspondence management as needed.
• Provide general administrative support to the Foundation team as needed.

Skills and Competencies

• Accountability/Dependability: Consistently meets deadlines and follows through on commitments. Strong organizational and time management abilities.
• Attention to Detail: Maintains high standards of accuracy in all work products.
• Collaboration: Works effectively with diverse teams and stakeholders.
• Communication/Customer Service: Provides excellent service to internal and external partners. Excellent written and verbal communication skills.
• Compliance: Ensures adherence to Foundation policies and regulatory requirements. High level of discretion and professionalism when handling confidential information.
• Problem-Solving: Approaches challenges with creative and practical solutions. Ability to manage multiple priorities and deadlines simultaneously.
• Tech Savvy: Experience with database systems, ability to learn grants management software (Giving Data), and capacity to adapt to new technology solutions. High level of proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams, SharePoint, etc.).

Qualifications

• Reside in the greater Austin area and have transportation to visit our offices in Round Rock, Texas regularly and other sites in the greater Austin area occasionally.
• Associate's degree required. Bachelor's degree preferred.
• Minimum of 2-3 years of administrative or operations experience.
• High level of proficiency in Microsoft Office Suite.
• Preference for candidates with experience with or interest in philanthropy and/or postsecondary education.

Work Environment

This is a hybrid position based at our offices in Round Rock, Texas. The team meets in person two times per month and works remotely the rest of the time. Since this position includes event logistics and support, the person in this role may be required to be on site at the Round Rock offices, as well as other locations in the greater Austin area, more frequently. In addition, this position may require travel within the state to support regional events. This position can also have the opportunity to attend conferences outside of Texas.

Compensation and Benefits

This is a full-time, salaried, non-exempt position with an anticipated annual salary range of $60,000-$80,000, commensurate with experience and qualifications. Trellis Foundation offers competitive benefits and is committed to supporting professional development opportunities. Benefits include:

• Medical, Vison, and Dental Insurance
• 401(k) Plan with 6% employer match vested after two years
• 18 hours of PTO accrued per year, plus 10 paid holidays and paid End-of-Year Holiday (December 24-31)
• Employee Assistance Program
• Family Leave
• Life Insurance
• Educational Assistance Benefit

Equal Opportunity Statement

Trellis Foundation values the perspective of individuals who have experienced barriers to accessing and completing postsecondary education. The Foundation is also committed to Fair Chance hiring practices and welcomes applications from individuals with prior involvement with the justice system. Employment decisions are made based on qualifications, merit, and organizational needs.

The Foundation supports all employees with reasonable accommodation and is committed to creating an inclusive workplace that reflects the diversity of the communities we serve. We prohibit discrimination based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other characteristic protected by law.

Application Process

Applications should be submitted via the online portal: https://trellis-foundation.gnahiring.com. Please upload a resume and a cover letter. Finalists may be asked to complete a brief skills assessment. The position will be open until it is filled.

This position description may be subject to change at any time due to reasonable accommodation or other business needs. The duties listed are not exhaustive and other responsibilities may be assigned as needed to support the Foundation's mission and operations.