Website Terra Foundation for American Art

Grants Data Associate is a newly created position at the Terra Foundation for American Art. The Associate will work full-time (35 hours per week) to help manage the foundation’s day-to-day data and reporting for grant operations and will support its grants management system (GMS). As a point of contact for grant-related information, the Associate ensures that the grant management processes and systems are efficient and meet the needs of staff and prospective and current grant partners. The role will grow to be a thought-partner for the Grants Management team and Program team, helping to align the grant process with the foundation’s strategic direction. The ideal candidate will have exceptional analytical and communication skills, a strong understanding of process and change management, a dedicated work ethic, and enthusiasm for continuous improvement.

The Terra Foundation will be selecting and implementing a new GMS to support a more streamlined workflow, ensuring due diligence and compliance to internal policies while prioritizing a more efficient use of grant applicants’ time. The Associate will be an integral part of this project.


Grants/Program Administration

  • Serve as primary staff responsible for data integrity, data retrieval, and report generation within GMS (i.e., maintain records to meet legal, audit, and foundation requirements).
  • In partnership with the Grants Management Team, manage data to track grant cycle (i.e., scheduling payments and grant requirements, maintaining and updating dashboards for staff)
  • Conduct preliminary due diligence on all applications, including verifying eligibility and compliance with Foundation policies and practices.
  • Serve as a point of contact for potential grant applicants, providing technical support and guidance regarding the online grant application system, deadlines, eligibility requirements, etc.
  • Assist in assessing grant applications and reports, reviewing for completeness, and following up as needed.
  • Generate the monthly Grant Payment Report and confirm completion of payment requirements.
  • Send communications to grant applicants through GMS during grant cycle and work with Communications Team upon request.
  • Assist with the compilation and assembly of board materials.
  • Administer the Board Designated Contributions.


Data, Evaluation, and Reporting


  • Create and maintain dashboards and reports necessary for staff to access grant lifecycle status, evaluation data, and budgetary information.
  • Assist with technical support and training related to GMS and other systems for staff.
  • Provide back-up support for the GMS administrative responsibilities.
    Ensure database functions align with grant lifecycle processes.




  • Monitor multiple email inboxes by processing incoming and outgoing written correspondence.
  • Serves as back-up to the Assistant Grants Manager and Director, Grants Administration and Operations.
  • Participate in Foundation-wide and Grants Management-related professional development activities regarding Diversity, Equity, Access, and Inclusion. Share learnings and best practices to improve systems and processes for applicants, grantees, and staff.
  • Other duties as assigned.


Qualifications and Experience

  • Two or more years of work experience with grant making and/or related experience
  • Comfort with technology and an aptitude for learning new software.
  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint and Outlook).
  • Experience with grants management or other related software preferred.
  • Data analysis capability and ability to maintain integrity of data within the GMS.
  • Attention to detail with the ability to manage multiple projects simultaneously.
  • Written and verbal communication skills including the ability to communicate technical concepts to technical and non-technical audiences.
  • Team player with effective interpersonal and collaborative skills.
  • Dependable, flexible, and able to work independently.



Reporting to the Director, Grants Administration, and Operations, the position will be a full-time (35 hours a week) role with a salary range of $53,000 to $59,000 commensurate with experience, including benefits (health care, dental and vision coverage, 403(b) savings plans, 3 weeks vacation, paid sick time, and more). The Terra Foundation operates on a hybrid in-office/remote work model.

To apply submit resume/CV and letter of interest to

The deadline to apply is June 15, 2024.

The information contained in this job description is intended to convey information about the essential functions and requirements of the position. It is not an exhaustive list of skills, efforts, duties, responsibilities or working conditions.

To apply for this job please visit