Administrative Assistant - Grant Operations

“Every day, we work to support and build inclusive, powerful, and healthy communities characterized by racial equity and economically just systems.”  With this as our purpose and reason for being, Health Forward Foundation is building the future of our region by grasping the issues that cause disparate health outcomes at their roots.  Health Forward Foundation’s mission is to achieve health equity and secure a fair and just region through leadership, advocacy, and resources. Each year, Health Forward distributes close to $25 million in support of direct services and systems change for healthy people, community power, and equitable and just places. We support and partner with community-based and cross-sector organizations to improve health on all fronts, from providing vital health services, to working to advance safe and affordable housing, to amplifying the power that exists in our communities through civic engagement on matters that influence heath.

The Health Forward Foundation was created in 2003 with an original endowment of $440 million from the sale of Health Midwest, a nonprofit hospital system, to Hospital Corporation of America (HCA), a for-profit hospital management company. Health Forward’s service area encompasses Kansas City, Missouri, and Jackson, Cass, and Lafayette counties in Missouri, and Johnson, Wyandotte, and Allen counties in Kansas. Our history in these communities predates the foundation, as these were the places served by Health Midwest, which after the hospital’s sale evolved to form Health Forward. The foundation is governed by a 21-member board of directors and is managed by a professional staff of around 30 employees.

Health Forward is committed to the process and the outcome of equity, inclusion, and anti-racism in its investments in services and systems change, employment practices, talent management, investments, vendor selection, and governance. Health Forward views equity as a fundamental element of social justice and integral in our purpose and to our mission.

FINANCE & OPERATIONS ASSOCIATE

Health Forward is current hiring a full-time Administrative Assistant - Grant Writer who administers grant processes accurately, effectively, and efficiently utilizing appropriate IT systems and tools. Interacts with applicants, grantees, and internal team members to deliver a strong customer service-oriented approach. The position provides additional administrative, data support, and record management for Foundation staff as needed.

Administer Grant Processes: 

• Data entry and management of requirements and payments, track and record changes to contacts and other organizational information
• Prepare and coordinate correspondence with grantees and grant applications including invitations to apply, request for additional information, declinations, and funding timeline updates
• Process grant award verifications
• Utilizing appropriate software systems to generate grant agreements and ensure proper receipt and logging of executed grant agreements 
• Complete data accuracy review and required close out steps for grants – ensure all requirements have been fulfilled 
• Accurately complete data quality audits and checks
• Provide timely customer service to applicants and grantees using a shared mailbox to respond to inquiries and refer to internal colleagues as needed for additional support.
• Conduct initial review of grant inquiries to ensure completeness and compliance, this may include review for 501(c)(3) tax status and any conflicts of interest

Maintain software systems and tools to meet grant processing needs:

• Provide technical (systems, portals, etc.) assistance to applicants and grantees
• Test and assessing changes to intake forms, workflows and Salesforce objects with the support and direction of the Grants Manager
• Collaborate with Grants Manager and software to develop systematic forms, applications and templates

Department Support

• Support Grants Management processes and procedures as needed for documentation and records management, cross training and workload balancing consultants (such as training preparation, audit processes, payment processing, verifications, agreements, data quality reviews, etc.)
• Work closely with all Foundation teams to ensure their core information, reporting and data needs are met via the grants management database
• Collaborate to develop and enhance grantmaking practices and procedures
• Project support for finance, accounting, administration, and impact departments that may be directed by other department leads.
• Complete special projects as requested.

EDUCATION, EXPERIENCE & QUALIFICATIONS:

• Bachelor’s degree or equivalent work experience. 2-4 years experience working in philanthropy, non-profit, banking or a related field preferred.
• Proficiency in Excel and MS Office Products. Experience with other software systems such as Salesforce for data entry, accuracy, and reporting preferred.
• Ability to perform detailed work with written or numerical data, and to make mathematical calculations accurately. High degree of accuracy and attention to detail required.
• Ability to develop and maintain professional and administrative relationships necessary within a collegial environment.
• Ability to work as a team member where differing viewpoints and give and take are expected and encouraged.
• Ability to maintain appropriate confidentiality with access to sensitive Foundation business.
• Excellent written and verbal communications skills. Ability to have positive interactions with various contacts and explain system process steps patiently and accurately to different learning styles.
• Professional attitude and appearance appropriate for office standards and responsibilities.

PERSONAL QUALITIES:

Advocate for the mission of the Health Forward Foundation who embodies our stated values of Trust, Partnership, Learning, Stewardship, Equity, Inclusion and Anti-racism. Purpose, Mission, and Values - Health Forward Foundation.

COMPENSATION:

The anticipated hiring salary range for this non-exempt position is $47,200 - $59,000. The package will be determined by the experience level, credentials and personal characteristics of the candidate offered. Health Forward Foundation offers its employees a comprehensive benefits package including medical, dental, and vision insurance, a retirement plan, paid time off and a hybrid work environment.

NON-DISCRIMINATION:

Health Forward firmly supports the principle and philosophy of equal opportunity for all individuals, regardless of age, race, gender, sexual orientation, creed, national origin, disability, veteran status or any other protected category pursuant to applicable federal, state or local law.