Grants Coordinator at American Alliance of Museums

·      coordinate scheduling, space, materials, catering, and setup 

·      communicate logistics to participants

·       take notes and produce minutes

·       coordinate any travel related logistics

Communication

·       communicate in writing and in-person with internal and external stakeholders (AAM staff, contractors, members of committees/task forces, members of virtual museum community of practice, evaluation and advisory consultants)

Budget and Financial

·       process payments for honoraria, travel reimbursements, and invoices

·       submit reimbursement requests to funders

·       monitor budget

Information Management and Reporting

·       maintain, and keep updated and organized, all project files, emails, and information/data across various systems/platforms (Confluence, Asana, Dropbox, Outlook, Aptify)

·       Enter data related to grant program participants and financial transactions in AAM databases/systems

·       Help draft and compile periodic reports for funders

·       Produce internal status reports

Project management

·       Utilize AAM’s project management and communication tools (e.g., Confluence, Asana, Dropbox, Outlook, Aptify, and Slack) to maintain project plans and monitor progress, tasks, and deadlines

Other

·       Provide other administrative and logistical support to the Grant Administrator / Project Director 

·       Contribute to the Alliance’s workplace culture, which aims to foster an engaging, inspiring, equitable, and inclusive work environment.

1. Those requiring the support of others/coordination:

·       Preparing meeting materials and arranging logistics

·       Setting or changing deadlines or assignments

1. Those requiring approval by others/recommendations:

·       Creating new templates, forms, draft correspondence, or processes

·       Initiating payments issued or requested by AAM

·       Formalizing agreements with vendors or making any decisions that obligate AAM’s resources

1. Those made on the position’s own authority:

·       Prioritizing daily tasks and organizational strategies

·       Financial: monitoring budget and issuing payments

·       Equipment/physical: meeting space set up and catering

·       Intellectual: details, data, and documents in various project management tools / platforms

·       Must possess a keen eye for important or timely details and connections in a fast-paced work environment; exhibit a high level of organization, responsiveness, accuracy, and attention to detail.

·       Must be able to prioritize, anticipate needs, and confidently/proactively address issues/opportunities; ability to work under pressure, and provide quick turnarounds.

·       Must exercise good judgment and maintain confident, professional demeanor and excellent rapport when interacting with all levels of staff, board members, and external contacts.

·       Ability to communicate effectively, both verbally and in writing

·       Must be able to handle confidential and sensitive information with discretion.

·       Ability to work independently with limited supervision and instruction at times; demonstrate sound decision-making skills and resourcefulness.

·       Strong computer skills with an emphasis in Microsoft Office programs and systems. Experience with Asana, Confluence, Drobox or similar systems a plus.

·       Experience managing grants is highly desirable.

·       Commitment to diversity, equity, accessibility, and inclusion; interest in contributing to a workplace environment that values DEAI and is actively working to enhance DEAI competencies of staff.