Grants & Program Administrator (GPA), Learning

Job Title: Grants & Program Administrator (GPA), Learning
Reports to: VP Learning
Employment Category: Non-Exempt (Salary) Regular, Full Time

Purpose of the GPA Position: 
All staff at The Heinz Endowments (THE) advance a vision where Pittsburgh and Western Pennsylvania is a region that achieves and models the full transition to a post-industrial age where every resident can fully participate economically and has a place for their cultural/social identity in a relationship of respect of others.

The Grants & Program Administrator (GPA) is part of the Foundation’s Program team and provides grantmaking and administrative support, along with internal systems knowledge to enhance program results. This position manages the grantmaking process in partnership with a specific program team (Learning) and works cross-functionally with the Grants Manager and the Learning, Evaluation, and Research team to advance the program’s goal and the Foundation’s mission.

The GPA Position key organizational relationships: 

• Reports to the VP of Learning, focusing on strategy, grantee relationships, and overseeing the program cycle and deliverables.
• Oversees implementation and monitoring of operational, compliance, and data quality standards, ensuring adherence to policies and reliable information management.
• Specializes grants management administration for assigned programs/portfolios in keeping with the Learning Portfolio and grantee strategy development.
• Guides work of the Program Coordinator, Workforce to ensure overall grant compliance and operations standards are consistent and timely for the whole department.
• Works closely with the Learning, Evaluation, and Research team to ensure consistency with evaluation requirements and accurate tracking of grant-related data.
• Collaborates with Managing Director, Finance & Administration and Grants Manager on the grantmaking processes and system improvements.
• Serves as a key partner to the Learning program, managing grants operations alongside Program Directors, Officers, and support staff.
• Will serve as an integrator for cross-functional teams for special assignments, particularly around grants management practices that support organizational goals and priorities.

 Grants & Program Administrator Position Responsibilities: 

I. Stewardship 

Support the health and success of the Endowments through effective stewardship of:

• Mission and Values: Embody the foundation’s mission, history, and ethical standards in all actions and communications.
• Transparency and Culture: Uphold the foundation’s reputation and commitment to transparency, reinforcing a culture of data-informed assessment, learning, and continuous improvement.

II. Impact and Representation 
Serve as a representative of the foundation to maximize impact:

• Collaboration: Build strategic partnerships across sectors, fostering connections and informing practices for greater impact.
• Engagement: Actively participate in meetings, retreats, and cross-functional work groups to drive shared goals.

III. Grantmaking Administration 
Manage the grantmaking process for a portfolio(s) of Learning grants, supporting program officers and ensuring excellence in:

• Grant Processing: Oversee end-to-end grantmaking, including compliance with foundation policies and IRS regulations, and documentation. Monitors Program Related Investment requirements and ensures completion of expenditure responsibility reporting.
• Data Entry and Management: Maintain accurate records in grant management and data systems; assist in tracking and reporting on grants and program metrics.
• Grantee Relations: Build strong relationships with grantees, providing guidance and communication through the process, and manage inquiries and pre-grant information requests.
• Meeting Facilitation: Prepare grant meeting materials, ensure accurate documentation, and manage grantee reporting and follow-up.

IV. Organizational Effectiveness 
Support the Learning Team and Grants Management to achieve mission-driven goals:

• Budget Management: Oversee annual grantmaking budget and cash flow, working with Finance and the program team to track and plan payments, and communicate status and projections.
• Process Optimization: Implement processes that streamline grant tracking, payment processing, and assist with internal training on technology use for efficiency.

V. Executive Support and Project Management 
Provide project management and executive support under the VP of Learning and for Learning Program Directors:

• Project Leadership: Lead cross-functional projects, manage contracts, track expenses, and ensure timely completion of deliverables.
• Stakeholder and Agenda Management: Serve as primary liaison for the VP, handling sensitive communications and supporting agenda prioritization with insights and recommendations.

VI. Knowledge Sharing and Collaboration 
Enhance foundation practices and support staff development:

• Expertise and Training: Provide guidance on equitable grantmaking, foundation policies, and IRS regulations, identifying training needs and facilitating learning.
• Data and Communications: Collaborate on data systems and coordinate with Communications to ensure accurate public-facing grant information.

VII. Other duties as assigned 

Qualifications & Abilities: 

• Strong ability to distill complex information into clear written, graphic, and verbal communication for diverse audiences, including staff, board members, grantee partners, and broader fields.
• Proven understanding of philanthropy’s role in delivering impactful change through various channels, with a commitment to advancing equity, inclusion, and accessibility.
• Excellent attention to detail, capable of managing complex tasks with speed and accuracy while prioritizing and organizing workflow.
• Effective collaborator across organizational functions, with strong interpersonal communication skills and the ability to navigate differences to achieve shared solutions.
• Quick learner with the ability to develop expertise in data systems and skilled in using Microsoft 365 or similar applications.
• Demonstrates flexibility in adapting to changing priorities and deadlines, while balancing independent work with team engagement.
• Passionate about the Foundation’s mission and committed to building cultural competency and addressing biases and inequities.

Experience & Education:  

Relevant experience and practiced competencies over specific degrees or concentrations are highly valued. While a particular degree or field of study is not mandatory, candidates should demonstrate how their educational background and hands-on experience align with the requirements of the position. The ideal candidate has the following experience:

• Senior/Project Administration: 6-8 years of experience of related work experience, ideally within a nonprofit, foundation, or similar environment with strong communication (written/verbal), data analytics, scheduling and project management/budgeting skills.
• Systems and Database Savvy: Quick learner with the ability to develop expertise in data systems and skilled in using Microsoft 365 or similar applications.
• Workstyle: Demonstrates flexibility in adapting to changing priorities and deadlines, while balancing independent work with team engagement. Effective collaborator across organizational functions, with strong interpersonal communication skills and the ability to navigate differences to achieve shared solutions.
• Values: Passionate about the Foundation’s mission and committed to building cultural competency and addressing biases and inequities.

This position offers a hybrid schedule and requires in office attendance Tues/Wednesday/Thursday or when work meetings/needs require.  The office is located at 625 Liberty Ave in Pittsburgh, PA and a parking allowance/lease is included in the benefits package.

This position is full-time (35 hours per week) with a compensation range: $77,000 – $87,000, commensurate with experience.

Applications may be submitted directly to The Heinz Endowments online application. Preference is given to those applicants who have professional work experience in grants management.

The Heinz Endowments is deeply committed to building a diverse and inclusive workplace where every team member feels valued and empowered to contribute to our mission. We encourage applications from individuals of all backgrounds, experiences, and perspectives, including women, people of color, LGBTQIA+ individuals, veterans, and persons with disabilities.