Associate Manager, Grant Operations

January 2025 | New York, NY

About Robin Hood

Robin Hood fights poverty in New York City. Since 1988, we have invested more than $3 billion to help elevate New Yorkers out of poverty by identifying and supporting high-impact community organizations, partnering with government, and advocating for what works so that New York City can be an engine for upward mobility for all. We focus relentlessly on results, and are committed to using research, data, and evidence throughout our work. Because Robin Hood’s Board of Directors covers 100% of all administrative, fundraising, and evaluation costs, every dollar donated to Robin Hood goes directly to organizations helping New Yorkers in need. Robin Hood is the largest philanthropic organization focused on poverty in New York City, raising and granting about $130 million to local organizations in our most recent year.

Position Overview 

The Associate Manager, Grant Operations (GrantOps) is a pivotal role within the Robin Hood team, designed to execute and enhance the efficiency and effectiveness of our grantmaking processes. This position is responsible for providing crucial support for quarterly grant cycles and managing Robin Hood’s contractual obligations to ensure compliance and effective collaboration with our finance and legal teams. In addition, the Associate Manager plays a key role in ensuring the quality of Salesforce data and the development of reports to gain insights on our grantmaking. The Associate Manager is critical in ensuring the quality of administrative and day-to-day operations of the Program & Impact team and supporting a variety of workshops and events. The ideal candidate is committed to Robin Hood’s mission, has strong communication, project management, and analytical skills and a passion for details and continuously improving operations. 

Reporting

The Associate Manager, Grant Operations will report to the Chief of Grant Strategy. 

Responsibilities include, but are not limited to:

Grants Management:

• Prepare materials for quarterly board committee meetings including the initiation of grant records in Salesforce, generation of docket previews and assembly of grant docket materials.
• Facilitate all contractual processes with grantees, coordinating closely with finance and legal teams to manage over 400 grant contracts annually, ensuring compliance and filing electronic copies.
• Ensure timely sign-off and tracking of contracts, and invoices for the Management Acceleration team.
• Work with Robin Hood’s legal team to review and update board conflicts list on a quarterly basis.
• Regularly conduct audits of grant records, and outstanding deliverables and payments in Robin Hood’s Salesforce platform.
• Prepare meeting minutes for quarterly programmatic board sub-committees.

Stakeholder Engagement and Support:

• Conduct initial reviews of grant inquiries received via Robin Hood’s website and coordinate with the Program and Policy teams to provide timely responses to inquiries.
• Develop training modules and deliver training sessions to new and existing staff, enhancing their understanding of grantmaking systems (e.g. Salesforce, Community Partner portal) and processes.
• Implement and maintain grantee feedback mechanisms, such as surveys and evaluation forms, to gauge satisfaction and incorporate insights into process improvements and Management Acceleration offerings.

Technology and Process Improvement:

• Create and pull ongoing and ad hoc reports from Salesforce for all Program & Impact-related queries.
• Work with Robin Hood’s Business Intelligence team to make continuous quality improvements to Salesforce to better track grant activities and outcomes, improve data quality and increase operational efficiency.
• Manage Robin Hood’s Community Partner Portal, including managing user permissions and producing reporting templates.
• Support Robin Hood’s Program & Impact team to identify and implement new systems and technologies, sometimes in concert with external vendors, to improve the grantmaking process.
• Regularly analyze existing processes to identify inefficiencies and recommend best practices for system improvements, incorporating feedback from users and stakeholders.

Event and Administrative Support:

• Organize and manage logistics for Program & Impact-related events, such as Deep Dive sessions, grantee workshops, and internal strategy meetings, including invitation dissemination, registration, materials production, day-of support including check-in assistance, speaker reimbursements and post-event evaluations.
• Maintain and update essential administrative records, including attendee databases and event feedback, to support continuous improvement of department activities.
• Provide ad hoc support to cross-departmental projects, facilitating effective communication and collaboration across teams.
• Provide administrative support for the board recruitment process including updating Salesforce records for board candidates and community partners board profiles.

Qualifications and Competencies

Education and Experience:

• An Associate’s degree or equivalent experience
• 2+ years of experience in grantmaking, project management, or nonprofit operations
• Experience with Salesforce or other CRM systems
• Experience with project management and/or managing finance and budget-related tasks preferred, but not required

Other Skills and Competencies:

• Excellent communication abilities, both verbal and written
• Demonstrated ability to manage projects with multiple stakeholders and deadlines
• Strong analytical skills with a proactive approach to problem-solving
• Ability to adapt to ambiguity and juggle several problems or tasks at once
• Exceptional attention to detail with a commitment to excellence including administrative or “behind-the-scenes” tasks

Diversity, Equity, and Inclusion

Robin Hood is committed to promoting diversity, equity, inclusion, and representation in all aspects of its work. As New York City’s largest poverty-fighting organization, Robin Hood believes that building a diverse team is fundamental to its ability to effectively serve and strengthen organizations serving the most vulnerable communities in the city, and to influence the policies that affect them.

Robin Hood believes in the potential that diversity creates – deep and responsive relationships with its community partners; the ability to solve complex problems efficiently and effectively; and, most importantly, the ability of its diverse staff to work to its full capacity.

Robin Hood builds diversity, inclusion, and equity practices into all aspects of its work. Its practices, values, traditions, and beliefs are embedded in the inclusive culture that it creates. Operationally, its formal and informal structures support a work environment that advances the professional development of staff at all levels, allows for innovation, and grounds its work as poverty fighters.

In its workplace, diversity equals representation. Robin Hood seeks to attract and retain a staff that reflects the communities that it serves. Racial and ethnic diversity matter to it, as does diversity among other cultural identifiers (ability, educational background, generation, gender, gender expression religion, immigration status, military status, sexual orientation, socioeconomic status).

Diversity within Robin Hood’s staff is enhanced by its efforts at meaningful inclusion. It ensures that team members are empowered to make decisions, offer actionable feedback, and share credit for team success. Further, Robin Hood seeks to develop its talent professionally and has created an intentional focus on mentorship and sponsorship, particularly of junior staff. its goal is to encourage long term talent retention and engagement, while fostering a culture of innovation. 

Robin Hood Guiding Principles

As an organization committed to economic mobility, our work is grounded in the following Guiding Principles:

• Diversity, equity, and inclusion 
• Proximity and humanity
• Risk-taking and innovation            

Our professional community reflects myriad demographic characteristics, perspectives, and backgrounds, which includes various identities that reflect diversity in gender identity and expression, race, ethnicity, religion, sexual orientation, ability, and socioeconomic status.  Our colleagues have access to opportunity and advancement, as we promote fair and equitable treatment and have encouraged participation by underrepresented groups. As a team, we promote a sense of belonging, high levels of engagement, and shared respect. 

• Robin Hood puts people first. Always.
• Robin Hood is unafraid to take action and create solutions.
• Robin Hood is data driven and heart led.
• Robin Hood works the coat check.

Salary and Benefits

Robin Hood offers a highly competitive and comprehensive salary and package of employee benefits and encourages strong work-life balance. This position is located in New York City.

The salary range for this role is $81,339 – $93,000.

To Apply

Please visit Robin Hood website to complete our online application. 

Robin Hood is an equal opportunity employer. Applicants from diverse backgrounds and identities are encouraged to apply.

Please note that Robin Hood Foundation has adopted a COVID-19 vaccination policy to safeguard the health and well-being of our employees. As a condition of employment, Robin Hood employees are required to be fully vaccinated for COVID-19, unless a reasonable accommodation is approved or as otherwise required by law.