About the Ruth Nelson Family Foundation
The Ruth Nelson Family Foundation is a private, independent grantmaking organization dedicated to advancing transformative philanthropy in Oklahoma, with a focus on Tulsa County.
Established in 1984 and guided by the legacy of Ruth Nelson, a devoted social activist and philanthropist, the Foundation has supported critical areas of need, including healthcare for underserved populations, women’s health, education, the arts, and end-of-life care. With a commitment to equity, humility, and integrity, the Foundation partners with nonprofit organizations to address gaps in services and make a lasting impact.
We are seeking a detail-oriented and mission-driven Grants Manager to help build and oversee our grants administration systems and processes from the ground up.
Position Summary
The Grants Manager will play a pivotal role in designing and managing the Foundation’s grantmaking processes, systems, and compliance protocols. This role ensures grants are effectively and efficiently administered, and that grantees receive excellent support. As a member of a growing team, the Grants Manager will help shape the Foundation’s operational practices and contribute to its culture of learning.
In addition, the Grants Manager provides essential administrative support to the Foundation staff and Trustees, including processing all grants and invoices; scheduling and supporting meetings, travel, and events; ordering supplies; maintaining contact lists; and serving as a direct liaison between the Foundation and external partners. The Grants Manager may also be asked to undertake and oversee other projects as assigned.
Key Responsibilities
🗂️ Grantmaking Operations
Design and implement grant workflows that support the full lifecycle of grants—from intake and review through award, monitoring, and close-out.
Develop and maintain grant tracking systems, including databases and dashboards, to monitor application status, award disbursement, and key deadlines.
Ensure timely and accurate processing of all grant agreements, amendments, and payments, in collaboration with the Executive Director and finance advisors.
🤝 Grantee Support & Communication
Serve as a responsive and supportive liaison to current and prospective grantees, guiding them through the application and reporting process and providing technical assistance as needed.
Draft and disseminate clear communication materials such as application guidelines, reporting templates, FAQs, and updates on funding cycles.
Foster trust-based relationships with nonprofit partners, centering accessibility, transparency, and responsiveness in every interaction.
✅ Compliance & Reporting
Ensure all grants comply with federal, state, and IRS regulations applicable to private foundations, including recordkeeping, reporting, and use of funds.
Monitor grantee performance by collecting and reviewing narrative and financial reports, flagging any issues or delays.
Prepare internal reports on grant activity and impact metrics for the Executive Director, Trustees, and other external audiences as needed.
🔄 Cross-Team Collaboration
Work closely with program staff to ensure grantmaking aligns with the Foundation’s strategic priorities and desired outcomes.
Coordinate with finance and legal partners to ensure accuracy in budgeting, contract terms, and financial compliance.
Contribute to strategic planning discussions by sharing insights from the field and identifying trends in funding requests and grantee needs.
🔧 Systems & Continuous Improvement
Build and refine the grants management system (GMS) to ensure it is intuitive, scalable, and aligned with equity-focused best practices.
Audit and streamline internal processes to reduce the administrative burden on applicants and staff while maintaining accountability.
Stay informed about best practices and trends in philanthropic grantmaking, especially in areas such as participatory grantmaking, trust-based philanthropy, and DEI (Diversity, Equity, and Inclusion).
🧾 Financial & Operational Coordination
Process invoices, reimbursements, and credit card statements.
Assist with budget tracking and financial documentation in partnership with outside finance consultants.
Track contracts and ensure compliance with reporting deadlines.
🗂️ Administrative & Executive Support
Manage daily operations including calendars, scheduling, inbox support, and internal communications.
Prepare and format board materials, presentations, and internal documents.
Support the Executive Director with project coordination, communications, and time management.
Qualifications
Bachelor’s degree or equivalent experience; advanced degree a plus.
3+ years in grants management, nonprofit administration, or philanthropy.
Experience with grantmaking software and CRM tools.
Knowledge of nonprofit compliance and grant reporting requirements.
Exceptional organizational skills and attention to detail.
Strong interpersonal, written, and verbal communication skills.
A commitment to equity, transparency, and relationship-centered philanthropy.
Preferred Qualifications
Experience with early-stage philanthropic organizations and/or building and implementing new systems.
Familiarity with IRS regulations for private foundations.
Passion for the Foundation’s mission and values.
We love working with people who are:
Self-directed and willing to do whatever it takes to get the job done
Team players who collaborate with coworkers and community partners
Creative, curious, and engage in continuous learning
Passionate about issues of social, economic, and racial justice
Active listeners
Positive and have a great sense of humor
Compensation
Salary: $75,000-$105,000
How to Apply
Please submit your resume and a cover letter outlining your interest in the role and alignment with RNFF’s Application Portal. Applications will be reviewed on a rolling basis. If you need technical assistance, please reach out to [email protected]