Administrative Manager of Grants, Finance, and Operations

The Administrative Manager of Grants, Finance, and Operations is a full-time position that reports to the Executive Director and is responsible for overall administrative support for Foundation operations, including grants management, routine financial management, records management, maintenance of computers and office equipment, reception duties, and clerical support for staff and board activities. This position is a critical part of a small four-person organization and is essential in ensuring that all Foundation activities occur on time, records are maintained in good order, and internal and external constituents all receive excellent customer service.

• This is a full-time, non-exempt Pittsburgh-based position with some remote work possible.
• Salary is $65K+ depending on experience.
• FISA offers a generous benefits package, including company-paid healthcare, dental, vision, life insurance, short-and long-term disability, retirement plan, vacation, and eight paid holidays.
• FISA Foundation is an Equal Opportunity Employer (EEO) committed to fair hiring and employment practices.  We prohibit discrimination based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, or veteran status.

Responsibilities

Grants Administration (40%)

• Provide excellent customer service to board members, staff, grant applicants/grantees/potential grantees, ensuring that all inquiries are acknowledged and tracked, correspondence is timely, meetings are scheduled appropriately, payments are made, problems are resolved, reminders are sent, and outcomes are tracked.
• Manage the grant database (including tracking all inquiries and grant submissions, payments, declinations, and final reports). Produce reports as needed.
• Generate all correspondence related to grant acknowledgement and every step of the review, approval, funding and reporting process.
• Schedule site visits and other grantee meetings; manage the calendar and ensure that all attendees have logistics and prep materials.
• Ensure that all aspects of the process are accessible to applicants, staff and volunteers.
• Continually assess and improve current processes relating to grants administration including managing staff and volunteer workflow, assessing how technology might be used for efficiencies, and documenting changes so all tasks are done correctly, consistently, and independently.

Financial management (30%)

• Track and manage financial records, including invoices and billing correspondence, financial statements, donations, bank deposits, wire transfers, bank accounts, 1099 forms, tax payments (including excise, local services and payroll taxes), and petty cash.
• Liaison with bookkeeper and vendors, responding to billing and payment issues.
• Develop the first draft of the budget and track invoices/expenses throughout the year.
• Review and monitor budget reports, monthly financial statements and cash flow for accuracy and to proactively identify potential issues.
• Prepare documentation for and act as the point person throughout the annual audit.

Board and Committee Coordination, Communication and Office Administration (25%)

• Coordinate all details related to virtual, onsite and offsite meetings (including scheduling, coordinating food and logistics, disseminating prep materials, drafting minutes, arranging accommodations, etc.)
• Manage process of assembling and distributing meeting packets in a timely fashion.
• Draft, proof and disseminate written correspondence.
• Maintain attendance records, volunteer service records, and compliance with board policies.
• Provide reception services for in person visitors. Respond to mail/phone/email inquiries.
• Maintain updated stationery, other printed materials, office supplies and office equipment.
• Manage updates to the website.
• Create and maintain all office files and records..
• Maintain an updated Job Reference Manual

Computer/Technology  (5%)

• Utilize and continually update knowledge of computer software necessary for this position, including but not limited to Microsoft Office 365 (Word, Excel, PowerPoint and Access), Blackbaud grant database, Outlook, and Quick Books.
• Identify and manage risks related to data storage and integrity, back-up systems, file organization and retrieval.
• Maintain directories and databases.
• Maintain computer back-up, security and software updates and liaison with technical support service providers as necessary.

Other: Performs other related duties as assigned.

Qualifications

• This position requires a minimum of a bachelor’s degree or equivalent experience.
• Exceptional proficiency in Microsoft Office. Experience with grants administration and Blackbaud Sky View a plus.
• Minimum of three years of relevant experience in administrative positions of increasing responsibility; familiarity with QuickBooks a plus.
• Background in meeting planning and basic event coordination
• A sincere heart for accessibility and willingness to tailor approach to any task to be responsive to disability access needs

Knowledge, Skills, and Abilities

• Collaborative team member and supportive colleague who values diversity and inclusivity and willingly assists others as needed with a “no job is too small” attitude.
• Exceptional verbal, written, problem-solving and interpersonal skills and ability to cultivate and nurture positive relations with staff, board members, current and potential grant applicants, grantees and other members of the community.
• Solid understanding of nonprofit financial management, Quick Books, budgeting, internal controls, financial statements, audits, taxes.
• Strong organizational skills and ability to manage multiple priorities effectively and responsively.
• Ability to handle confidential information with integrity.
• Exceptional attention to detail to ensure grant and financial records and all other files and communications are accurate, precise, and completed on time.
• Understanding of and demonstrated commitment to the mission and values of the Foundation.
• Strong digital and technology skills that include expertise and proficiency in Microsoft Office, collaborative software tools, database and project management software and tools including Blackbaud, and Zoom

Application Process

Email your resume to: resume@fisafoundation.org  

Date Posted

01/29/2026

Closing Date

02/18/2026

About the Organization

FISA Foundation is a charitable grantmaking foundation that is proud to fund and partner with nonprofits across southwestern Pennsylvania who are changemakers working to advance equity and justice for women, girls, and people with disabilities. In addition to grantmaking, FISA extends its capacity by convening grantees and partners, hosting education opportunities, and advocating with and for women, girls, and people with disabilities.

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