Jobs Board

Grants Administrator/Office Manager (Pritzker Pucker Family Foundation)

Company Name

Pritzker Pucker Family Foundation

Company City

Chicago

Company State

IL

Job Location

Chicago, IL (Lincoln Park)

Company Information

Pritzker Pucker Family Foundation (PPFF) is a private, family foundation which supports
transformational, sustainable and collaborative initiatives focused on community wellness,
violence reduction, the creative arts economy and educational opportunities. Based in Chicago,
PPFF’s strategic grantmaking is locally focused and has driven prevention, intervention and
systemic efforts designed to have a positive impact on disinvested and marginalized
communities. For more information, visit www.pritzkerpuckerfamilyfoundation.org

Are you looking for us?
You thrive in a small, collaborative team where pitching in is the name of the game; you enjoy a
variety of operational responsibilities (including grants administration and office management),
and want to get exposure to the philanthropic world and enjoy being part of a small, growing
team. You are focused and relentlessly follow through on numerous details with little guidance.
You are comfortable with a variety of software platforms (Microsoft Office, Excel, PowerPoint)
and learn new software quickly.

Job Description

Overview of Position
The Grants Administrator/Office Manager will have sole responsibility for all back-end and
logistical operations of PPFF’s grants management processes including application and
reporting systems. This person also will provide office management and administrative support
to the PPFF team and Board of Directors, as needed.

Title: Grants Administrator/Office Manager
Supervised by: Senior Program Officer
EEO classification: exempt (salaried)
Status: Full-time; In-office (at least 80%); Must be fully vaccinated (including booster)
Salary Range: $45,000-$60,000, based on experience and qualifications

Benefits:
PPFF provides a competitive benefits compensation package. Benefits include three weeks of
PTO (vacation and personal days), paid holidays, paid sick days, employer-paid health
insurance, and a flexible work environment.

Responsibilities:

Grants Coordination (75%)

● Process all proposals from receipt to grant closure for all programmatic focus areas.

○ Prepare and coordinate correspondence with grantees, including technical
assistance to applicants for grant application process and to grantees regarding
compliance, and serve as first point of contact for applicants and existing
grantees;
○ Maintain grant pipeline documents and manage all proposals electronically;
○ Contact potential grantees to ensure that all required grant application
attachments are received and available for grant reviews;
○ Prepare all award letters, discretionary and challenge grant agreements,
declination and invitation letters in conjunction with Senior Program Officer;
○ Coordinate with family offices to process grant check requests, electronic
payments and grantee transmittal paperwork;
○ Maintain systems to update ED and Senior Program Officer on status of reports,
multi-year grants, grantee organizational changes, and fulfillment of all grant
contingencies on a quarterly basis;
○ Track and manage interim and final reports; and
○ Update and reconcile internal contribution spreadsheets.

● Prepare board materials and attend quarterly Board meetings:

○ Coordinate scheduling of Board meetings;
○ With family office, develop and generate reports for board book presentations
and to inform grant-making activities;
○ Assemble board book for quarterly grant meetings;
○ Attend Board of Director meetings, synthesize discussion into meeting notes and
conduct follow-up as needed.

Office Management (25%)
● Perform general office management tasks, including but not limited to:

○ Ordering supplies, handling mail, managing facilities and equipment (including
coordination with vendors), scanning, and photocopying;
○ Maintaining hard-copy and electronic files.

● Work directly with IT personnel to address all information technology needs;
● Serve as informational contact for general inquiries to the foundation, including
answering the main office phone line and general email;
● Compile and submit all related expense reports and reimbursements;
● Coordinate logistics for meetings: manage invitations and scheduling, RSVPs, produce
materials, handle A/V needs, set-up if in-person;
● Perform special projects and manage other duties as assigned by the ED and Senior
Program Officer.

Work Environment
The physical demands and work environment described here are representative of those an
employee encounters while performing essential functions of this job. Reasonable
accommodations may be made to enable individuals with different abilities to perform the
essential functions. This position is full-time. Regular hours are Monday through Friday, 8:30-5:00, Monday through Friday. The PPFF office is located in Lincoln Park.

PPFF is an equal opportunity employer and does not discriminate against any individual based
on any non-merit factor, and is committed to an equitable workplace where everyone is treated
as a respected and valued member of the team. PPFF seeks to build and maintain a diverse
staff with regard to race, culture, ethnicity, class, religion, physical ability, age, gender, and
sexual orientation. PPFF is committed to elevating the voices of women, young people, people
of color, Native people, immigrant and refugees, low-income people, LGBQ+, and transgender,
gender non-conforming, and non-binary people, people with disabilities, and young parents. We
encourage people from these communities to apply.

Job Qualifications

Job Experience and Required Qualifications:
● Bachelor’s degree;
● Minimum of two years of grants administration and/or office experience;

Required Skills Sets:
● Comprehensive knowledge and proficiency in Microsoft Outlook, PowerPoint and Excel,
Zoom, Google Drive, Adobe Acrobat and ability to learn new technology quickly;
● Ability to work independently, prioritize tasks, meet deadlines and manage multiple
projects simultaneously;
● Excellent writing and proofreading skills;
● Exceptionally detail-oriented and meticulous, with strong analytical and reasoning ability.

Qualities:
● Exercise considerate discretion, judgment and confidentiality with sensitive information;
● Flexibility to pivot and prioritize as needs arise;
● Ability to multitask;
● Sense of curiosity about our work and desire for camaraderie in a work environment.

How to Apply

Application Process
● Interested applicants should email a cover letter specifically addressing why they are
interested in the Foundation, this position and how their past experience directly relates
to the role described above, salary requirement, and a resume to:
● Subject line should read: Your Name (Last Name, First Name): Grants Administrator/Office Manager
● No phone calls please.
● The Foundation seeks to fill this position as soon as possible and will work actively to
build a highly diverse pool of candidates.

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