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3 Aug 2022

Full-Time Grants Administrator

HawthorndenFoundation – Posted by HawthorndenFoundation Anywhere

Job Description

Hawthornden Foundation

Job Description:  Grants Administrator 



The Hawthornden Literary Retreat is a U.S. private charitable foundation supporting contemporary writers and literary arts with an international residential fellowship program in its castle in Scotland. Hawthornden also supports a second historic property, Casa Ecco on Lake Como in Italy, the site of years of “Conversazioni” among writers and now a retreat for invited established authors to complete a literary work in progress. In addition, the Foundation sponsors the annual Hawthornden Prize, one of Britain’s oldest and foremost literary awards, and provides grant support to other literary programs. Hawthornden is beginning an expansion of its global activities and building a staff of professionals.



Reporting to the Executive Director, the Grants Administrator will be responsible for coordinating the development, administrative management, reporting and closeout of grants and other programmatic investments made by the Hawthornden Foundation and will ensure consistent grant processing. The position is new to the Foundation and the incumbent will assist in:  the adoption of  procedures to identify and thoroughly research potential grant recipients; the establishment of standards and deadlines for proposals; the design of application and reporting forms; the review of proposals for completeness; ensuring compliance with Foundation standards; the selection and operation of  a robust database to maintain records of funding and grants applications; and the overall management of the grants administration function. The Grants Administrator is responsible for ensuring data integrity.  The successful candidate will possess collaboration and problem-solving skills and will provide seasoned guidance on compliance issues as well as key financial and operational best practices. 



  •  Grant Administration – 70%
    • Oversees overall grants flow process, documents procedures, and manages all aspects of process implementation including approvals;
    • Administers all components of the grants cycle, including: database management, grant documentation, grant compliance, and check processing;
    • Oversees standard terms and conditions for grant award letters and agreements.
    • Prepares and provides accurate grant data / information to Executive Director, Board of Trustees, and other internal and external stakeholders;
    • Works internally with program staff and other stakeholders to structure and implement grantmaking requirements and ensure effective workflow; 
    • Responsible for database, including assurance of data integrity with grants made;
    • Prepares relevant grant materials for the Executive Director and Board of Trustees
    • Analyzes budget and expenditure reports and ensures compliance with IRS and foundation-specific regulations for assigned grants;
  • Operations – 30%
    • Serves as advisor for grants management system, including troubleshooting and assurance of data integrity;
    • Documents and maintains operational workflows;
    • Responsible for ensuring best practices and systems;
    • Prepares data-related reports for foundation and program related functions;
    • Ensures compliance with respect to grant related elements of foundation policies;



  • Minimum of a BA and minimum 10 years experience in grants administration
  • Technology savvy with experience selecting and overseeing software installations 
  • A demonstrated commitment to diversity, equity and inclusion 
  • A successful track record in setting priorities; keen analytic, organization and problem solving skills which support and enable sound decision making
  • Excellent communication and relationship building skills with an ability to prioritize, negotiate, and work with a variety of internal and external stakeholders
  • A multi-tasker with the ability to wear many hats in a fast-paced environment
  • Personal qualities of integrity, credibility, and dedication to the mission of the Hawthornden Foundation.
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How to Apply

Application Process Interested applicants should send a cover letter and resume in a single file to careers@hawthornden.org with the subject line “Grants Admin.” Applications should be submitted by 5 p.m. Thursday, September 15, 2022.

Job Categories: Equal Opportunities. Job Types: Full-Time. Job Tags: grants, grants administrator, non-profit, and nonprofit.


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