Join the ArtPlace Team! We are looking for a Grants Manager & Administrative Associate.

September 6, 2016

By: ArtPlace America

ArtPlace Grants Manager and Administrative Associate


Reporting to the Managing Director, the Grants and Administrative Associate is a full time position who will manage their time efficiently and effectively to support all lines of work at ArtPlace, with a special focus on operations and grantmaking.


Grants Management:

  • Database Management and Maintenance (the National Creative Placemaking Fund (NCPF) is currently managed in FLUXX):
    • Manage process to design and maintain FLUXX forms, including future iterations of the NCPF open call and full proposal forms, interim and final reports for grantees, and associated email notifications through reviewing and approving Fluxx Advanced Services designs.
    • Troubleshoot errors with FLUXX technicians as needed.
    • Attend FLUXX trainings and train ArtPlace staff as needed.
    • Serve as the primary contact for FLUXX on all project scope and contract issues.
    • Serve as primary staff member on technology projects that integrate with the FLUXX database.
    • Manage various Application Program Interfaces (APIs) that work between FLUXX and ArtPlace program needs.
  • General grant management support for ArtPlace’s National Creative Placemaking Fund, Community Development Investments, and Research Strategies

Operations and Administration:

  • Scheduling and logistics support for travel, meetings, and events for all lines of work as needed.
  • Support all lines of work in creating Payment Request Forms and streamlining expense/reimbursement process.
  • Design and distribute monthly budget-to-actuals for all lines of work based on provided financial reports.
  • Maintain and organize all organization filing systems.
  • Record and distribute staff meeting minutes.
  • Provide support in tracking contacts, developing and maintaining an organizational master calendar, and other database creation and maintenance projects.
  • Ad Hoc project management and general office organizational support.


  • Solid understanding of the principles of database management and business process workflow.
  • Proficient in use of Microsoft Office Suite with advanced skills in Word and Excel.
  • Knowledge and experience using and maintaining a grants management or equivalent database.
  • Strong analytical and problem solving skills.
  • Ability to manage multiple projects simultaneously with a high degree of accuracy and attention to detail.
  • Work independently and collaboratively to accomplish responsibilities, goals, and projects.
  • Organize work to meet deadlines.
  • Exhibit excellent written and oral communication skills with the ability to work with both technical and non-technical users.
  • Knowledge and understanding of a grantmaking foundation.
  • Ability to troubleshoot hardware and software problems and identify software solutions for common challenges is highly desirable.
  • Experience working in organizations involving arts and culture, community development, or both is preferred.



  • At least 1 year of experience in database management with preference give to experience with FLUXX.
  • 1-2 years of administrative experience and advanced understanding of Microsoft Office (especially Outlook), Dropbox, and/or comparable systems.
  • At least 1 year of experience managing philanthropic grants is preferred.
  • Familiarity and comfort with working in a lean and highly collaborative work environment.

Education and Training

  • Bachelor’s degree or equivalent experience