Grants Management Partner
Sewall seeks a Grants Management Partner to provide day-to-day support for our grant programs, primarily through the administration of our grants management database, GivingData. The Grant Management Partner will execute database tasks to facilitate Sewall’s three annual grant rounds, in a way that aligns with our mission, values, and strategies. This position works in close collaboration with and reports directly to the Information and Design Manager to ensure timely and thorough completion of all stages of the grant cycle from planning and application to award, payment, reporting, and closeout.
The Elmina B. Sewall Foundation (Sewall) is a private foundation committed to advancing a culture of equity and interconnected well-being for people, animals, and the environment in Maine. Since 2011, Sewall has awarded nearly $170 million in grants to support community-led efforts that protect and empower Maine’s most vital resources.
We work toward sustainable, long-term solutions that promote:
- Healthy and whole lives for all people
- A thriving natural environment
- The humane treatment of animals
- Equitable, locally rooted economic development
Our approach centers on values-aligned philanthropy, equity, trust, and deep partnership with communities. Over the past few years, Sewall has undergone a thoughtful transformation to ensure that all aspects of our work align with these principles.
Core Responsibilities
- Processing, Administration and Monitoring:
- Intake of up to 400 applications annually, setting-up records, and preparing and tracking workflows for grant review.
- Managing and updating document and email templates.
- Tracking approximately 350 active grants through their life cycle, ranging from 1 to 5 years.
- Managing request and organization contacts, updating and assigning online portal access.
- Compliance and Due Diligence:
- Conduct due diligence to ensure qualifications of grant recipients in alignment with legal and internal requirements.
- Create and maintain the integrity of electronic grant files that meet legal, auditing and other internal requirements.
- Quality Control:
- Manage data integrity plan, establishing cadence and tasks to review records, identify duplications or missing information, and resolve issues.
- Develop systems and process steps to help ensure accuracy when completing tasks, particularly when managing a high volume of records.
- Communications and Customer Service:
- Provide technical support to applicants, troubleshooting and resolving issues to facilitate submission of online applications.
- Email grant notifications, requirement reminders, and follow-up inquiries related to application materials.
- Serve as a point of contact for requests for information, responding directly or sharing inquiries with other staff as appropriate.
- Payment Management:
- Process approximately 400 electronic payments annually in coordination with our external accounting partners.
- Run quarterly reconciliations confirming database records align with accounting records.
- Serve as point of contact for grant payment inquiries and electronic payment tracking.
- Teamwork and Collaboration:
- Work in partnership with Information and Design Manager to improve and innovate processes.
- Participate in grants management professional networks, along with the Givingdata community, attending meetings and conferences, to learn from and share experiences with the broader philanthropic sector.
- Participate in Sewall’s organizational pods, working collaboratively with teammates on projects and strategies to move our mission forward.
- Manage the Rapid Response Fund grant program, receiving inquiries, tracking and sharing information with all staff for collective decision making.
Competencies and Experience
- Minimum 10 years of work experience; experience in philanthropy or the nonprofit sector preferred but not required; undergraduate college degree in relevant field preferred but not required.
- Exceptional customer service: Demonstrates empathy, responsiveness, and timeliness in interactions with grantee partners.
- Proactive problem-solving and analytical thinking: Identifies and addresses issues for continuous improvement; ability to research database records for clarification and grounding.
- Effective communication: Clearly understands and conveys information through emails, documents, and verbal interactions.
- Meticulous organization: Detail-oriented, follows established procedures, maintains accurate records, and conducts thorough quality checks.
- Anticipatory planning: Foresees grants management needs and proactively prepares to meet them. Ability to manage multiple priorities and work within deadlines.
- Proficiency with technology: Experience and facilitation with Microsoft Office suite of applications (especially Outlook, Word, and Excel); experience with data management and database systems; familiarity with grants management systems (especially GivingData) preferred.
Attributes We Value
- Empathy and genuine curiosity about others and their perspectives.
- A collaborative spirit, with the ability to work effectively with diverse teams and stakeholders.
- Comfort with complexity and the ability to navigate ambiguity with thoughtfulness and resilience.
- Strong values-based judgment and a commitment to integrity in all actions and decisions.
- A dedication to continuous learning and personal growth, both professionally and personally.
- A sense of humor and a love for animals, contributing to a positive and supportive team environment.
Compensation and Benefits
- Employment Type: Full-time, Exempt
- Salary: $75,000 – $85,000, based on experience
- Health & Dental Insurance: Comprehensive coverage for both employee and dependents
- Retirement: SEP IRA, with a 403(b) plan launching in 2025
- Paid Time Off: Generous earned time off, sick leave, family leave, and holidays
- Additional Benefits: Life insurance, short- and long-term disability insurance
- Work Location: Fully remote for outside of Maine; for Maine-based, hybrid (1–2 days/week in Freeport, remainder remote) in 2025; fully remote in 2026.
How to Apply
We encourage all interested candidates to explore the Sewall Foundation website, especially the Approach and Programs pages, to gain a deeper understanding of our mission and values. To apply, please submit the following to communications@sewallfoundation.org:
- A resume that provides a complete overview of your relevant paid and unpaid experience
- A cover letter explaining your interest in the position and why you believe you are a strong candidate
Priority will be given to applications received by July 14. However, the position will remain open until filled. If this position is still listed on our website, we are continuing to accept applications. You will receive an automated confirmation once your application has been received. To ensure fairness for all candidates, we are unable to offer informational meetings about the position. At the Elmina B. Sewall Foundation, we are committed to building a diverse and inclusive team. We strongly encourage applicants from all backgrounds, communities, and lived experiences to apply.