Join the Woods Fund Chicago team!
Title: Administrative Manager
Supervised By: Chief Impact Officer
Classification: Exempt
Date: 2025
THE ORGANIZATION:
Woods Fund is a bold grantmaking foundation that finds and funds projects that draw on the power of communities to fight the brutality of structural racism and economic injustice. It promotes social, economic, and racial justice through the support of community organizing and public policy advocacy that engages people that are most impacted. Visit woodsfund.org for more information.
THE ROLE:
The Administrative Manager initiates annual projects pertaining to the efficient management of the grantmaking process, assisting the Woods Fund staff in all aspects of the foundation's grantmaking program and general office management. They will be required to actively interface with grantees, the public, and other stakeholders. The Administrative Manager will manage all components of the grant processing operations of the Foundation.
POSITION DESCRIPTION:
The Administrative Manager will be able to demonstrate their ability to thrive in the organization’s emerging work norms:
Purpose-driven: Grounded in the work, aware of the impact that is possible, and able to purposely engage and collaborate with others internally and externally to move the work forward
Innovation: Able and eager to identify new opportunities, strategies, and approaches to philanthropy within and outside of traditional systems and structures
Entrepreneurialism: Ability to present ideas to reimagine supporting community based organizing groups in Chicago
Ideas and inquiry: Generate ideas, then test those ideas internally and externally to establish original methods and points of view
Comfort with ambiguity: Possess the confidence and flexibility to successfully work in an environment where experimentation is encouraged
Growth mindset: An individual who is always learning, growing, improving, and open to feedback would fit into the foundation's culture.
RESPONSIBILITIES:
Grants Management (approximately 50% of the position)
Lead the administrative process for Woods Fund Chicago’s grantmaking with a racial justice lens
Work closely with the program staff
Track and perform proposal reviews on all incoming grant requests
Input all funding requests, and applications in the Foundation’s grants portal — GivingData (GD) — and monitor grants as they move through the review and approval process, ensuring all internal and external requirements are met
Ensure that all required documentation materials are received and available for the appropriate staff person
Assist program staff in preparing proposal reviews
Prepare all award letters
Schedule and coordinate grant payments with the accounting staff
Develop and generate various reports from GD for board book preparation and inform grantmaking activities
Respond to inquiries from current and prospective grantees on grantmaking procedures
Maintain complete organization and project information profiles in GLM
Regularly evaluate current grant/grantmaking processes and recommend changes for efficiency
Verify that information in the GD database is accurate, complete, and up-to date
When necessary, bring discrepancies to the attention of program staff and then make appropriate system updates
Update program staff on the status of reports, multiyear grants, grantee organizational changes, and fulfillment of all grant contingencies on a quarterly basis
Manage all data entry into grants portal and ensure accuracy of all grant/grantee data
Develop and generate reports for program team, Foundation leadership, and Board
Issue and monitor grant correspondence and amendments
Create and update grants management policies and procedures manual / workflows
Continually advance knowledge base, and skills to improve WFC’s grantmaking by attending conferences, meetings, and workshops
Inform staff about new ideas and innovations in grants management, propose and implement new processes and procedures to streamline grantmaking processes
Train staff on both grants’ procedures and GD software
Represent the Woods Fund Chicago at public events
Build excellent relationships with all grantee partners and foundation partners/colleagues
Board Support (approximately 10%)
Transcribe quarterly Board of Directors’ meeting minutes
Serve as production coordinator for the Board Book
Prepare electronic Board Book
Protect the organization by keeping information confidential
Assist with other duties as assigned
Office Management (approximately 40%)
Serve as office manager: Field general information calls, greet visitors, process mail
Ensure that all common space and areas accessible to visitors are clean, presentable, and organized
Maintain hybrid technology and set up for hybrid meetings
Assist with organizing and managing company events, meetings, and conferences, ensuring all logistical details are handled efficiently and within budget
Coordinate day-to-day administrative activities to ensure efficient office operations, including managing supplies, overseeing office maintenance, and contributing to a positive work environment
QUALIFICATIONS:
The candidate for this position will have a creative, energetic, and optimistic approach to work and leadership, including the ability to think creatively and act strategically
They will be passionate about racial justice and disrupting the philanthropic sector
They will be a transparent, humble, and collaborative leader with the President, Board, staff, grantee partners, and other stakeholders and they will be able to interact with empathy and a sense of humor
The Administrative Manager must have excellent interpersonal and communication skills
They will have the professional presence and gravitas to capably represent the Foundation and uphold its reputation
This position requires strong analytical, organizational, and management skills
3-5 years of experience working with data systems is required
The ability and know-how to “clean” data and generate reports is a must
Experience working in the nonprofit sector is preferred
Experience working with communities of color that have been marginalized is required
Strong knowledge of Microsoft Office platforms (Word, PowerPoint, Excel) and the ability to learn the Foundation’s grant-making software is required
Finally, an organizing spirit, the willingness to go above and beyond a written job description to deliver on strategies, and a “learn as we go” attitude are must-haves
WORK ENVIRONMENT:
This is a full-time position
Evening and weekend work are occasionally required
The Foundation has a hybrid work environment with two days in the office and three working from home
There are times when staff are required to be in person outside of set days
Ordinarily, this position operates primarily in an accessible office environment. Some travel to grantees and other off-site locations in the Chicago metro area is required. Some of those sites may not be accessible
While performing the duties of this job, the employee is regularly required to use the phone or email to communicate with stakeholders, and is required to operate office equipment such as computers, phones, photocopiers, scanners, filing cabinets
Workplace is a smoke- and drug-free environment
Equal Opportunity Employer. Decisions and criteria governing the employment relationship with all employees are made in a non-discriminatory manner, without regard to race, ethnicity, creed, religion, color, sex, sexual orientation, gender identity or expression, age, national origin, citizenship status, military service and/or marital status, disability, or any other factor determined to be unlawful by federal, state, or local statutes.
COMPENSATION:
Salary for the position is $95,000
Comprehensive benefits package includes employer-paid medical insurance, employer-matched contribution to a retirement plan, and generous paid leave
TO APPLY:
Submit cover letter, resume to hr@woodsfund.org. Please write your name (Last, First) and “Admin Manager” in the subject line of your e-mail
Position begins as soon as possible