Grants Assistant

Jun 24 2022
Honolulu Museum of Art |Honolulu|Full Time
Job Description

PLEASE APPLY DIRECTLY AT https://honolulumuse​

Job Title: Grants Assistant

Job Status: Full-Time, FLSA Exempt

Job Hours: Monday - Friday, 8:00 a.m. - 5:00 p.m. Some evenings and weekends.


Job Summary:

Minimum Qualifications:

·         Bachelor’s degree in Journalism, English Literature, Marketing, or Non-Profit Management, or equivalent combination of education and experience.

·         One year of comprehensive development experience related to fundraising for a non-profit, including grants research experience.

·         Strong writing, speaking, and interpersonal skills.

·         Excellent verbal communication skills with an emphasis on persuasion and generating action.

·         Basic understanding of a museum or non-profit organization operations. 

·         Knowledge of fundraising database systems and/or CRM such as Tessitura, Raiser’s Edge, DonorPerfect, or comparable.

·         Ability to cross-departmentally collaborate with museum personnel.

·         Must be a team player and willing to share own expertise for the good of the museum.

·         Handles incoming gifts and donations in a fiscally responsible and confidential manner.

·         Proficiency in Microsoft Office Applications.

·         Self-motivated, highly organized, and able to initiate and complete projects in a timely manner. Works alone or as a team with Advancement and Museum staff to ensure quality output.

·         Possesses superior judgment and handles confidential information with discretion.

·         Accuracy and excellent organizational skills with the ability to plan, think strategically, and respond effectively to problems.

·         Superior time management skills, attention to detail, and the ability to work under pressure, prioritize, and delegate effectively.

·         Keen analytical and business strategy skills; ability to think critically, make decisions, and justify recommendations and results based on data and analysis. Strong project and people management skills, including demonstrated ability to think independently and with limited supervision.


Desired Qualifications:

·         Master’s degree in Journalism, Business, or Non-Profit Management.

·         Three years overall fundraising experience for a non-profit.

·         One year “focused” grant writing.

·         Traits consistent with HoMA’s values, which include honesty, integrity, enthusiasm, and perspective; a very strong work ethic, supported by commitment and resolve.

·         Ability to handle confidential matters and act quickly to resolve high-stakes issues.

·         The ability to work under pressure and meet aggressive deadlines.


Core Competencies:

  • Adaptability
  • Business Acumen
  • Change Management
  • Effective Communicator
  • Cost Consciousness
  • Initiative and Judgment
  • Planning and Organizing
  • Professionalism
  • Solution-oriented
  • Technology savvy


Essential Duties:

·         Grant Procurement:

o    Helps meet organizational fundraising goals by assisting with grant procurement activities such as conducting research, compiling relevant analysis, preparing inquiries, and composing and editing effective communication to funding prospects, including proposals.

·         Support Advancement Programs:

o    Assists with development activities as needed.

o    Works with staff throughout the Museum to determine funding needs and priorities in order to write and assemble compelling grant applications for government agencies, foundations, and corporations, and to ensure projects are achieving contract deliverables and meeting reporting requirements.

o    Accepts and processes awards, including review of agreement terms, setting up award accounts, and preparing and distributing award summaries.

o    Completes routine and complex formatting and other digital tasks, including acknowledgement letters, invitations, and documentation as required for proposals and reports, and program events and activities.

o    Retrieves and manipulates data (into charts, graphs, tables, PowerPoint or other formats) for presentation.

·         Research:

o    Obtains and compiles information, including statistics and developments within the community, needed to support proposals and reports.

o    Identifies new and potential local, state, and federal government as well as corporate and private funding opportunities and communicates their alignment with HoMA’s mission, values, initiatives, and budgetary needs.

·         Funder Engagement:

o    Assists with donor engagement by coordinating site visits, working with Advancement staff on cultivation and stewardship events, and interacting with and responding to questions from grantors.

·         Data Monitoring:

o    Effectively oversees and enters details and documents related to funding prospects, submissions, awards, and reports in Tessitura database, One Drive, and Microsoft Teams as appropriate.

o    Leads and coordinates review of award/proposal files for close-out and storage.

o    Maintains the annual grant calendar to ensure timely submission of applications, reports, and other materials.

o    Establishes monthly, quarterly, bi-annual, and annual grantor donor reports.

o    Manages acknowledgement letter process for grantors.

·         Other duties as assigned.


Traits and Characteristics:

Must be diplomatic, analytical, of the highest integrity, and possess sound judgement.


Working Conditions and Atmosphere:

The Grants Assistant works with minimum supervision. Work will often be performed with short deadlines and situations sensitive to the Museum. Regular office hours are required. Due to the nature of the responsibilities, evening and weekend work is sometimes required, and at times may be on an emergency basis.

Diversity, Equity, Accessibility, and Inclusivity:

HoMA welcomes people from all backgrounds and walks of life, and this is reflected in our diverse community of employees. We encourage applications from candidates across a wide variety of backgrounds, including, but not limited to, people of all races and ethnicities, people with disabilities, women, veterans, and all members of the LGBTQ community.  


Equal Employment Opportunity:

HoMA is proud to be an equal opportunity employer and is committed to providing equal opportunity for all employees and applicants. HoMA recruits, hires, trains, promotes, compensates, and administers all personnel actions and benefit programs without regard to race, color, ancestry, religion, sex, including pregnancy and gender identity and expression, national origin, age, disability, sexual orientation, reproductive health decisions, marital status, arrest and court record, citizenship, credit history, military and veteran service, victim of domestic violence or sexual abuse victim status, genetic information, or any other characteristic protected by applicable federal, state or local law.


The statements contained herein describe the scope of the responsibilities and essential functions of this position but should not be considered to be an all-inclusive listing of work duties and requirements. Individuals may perform other duties as assigned including work in other areas to cover absences or relief to equalize peak work periods or otherwise balance the workload. 


HoMA maintains a policy of nondiscrimination in all employment practices and decisions, ensuring equal employment opportunities for all qualified individuals. This applies to both HoMA employees and applicants for employment with the Museum. Any form of harassment of any employee because of any protected status is also prohibited.