Administrative Associate Open Job Opportunity

For nearly 25 years, the Rose Foundation has supported grassroots initiatives that inspire community action to protect the environment, public health and consumers. Our community-based grantmaking approach has earned national recognition, and our advocacy and educational programs have helped save the Headwaters Forest, build the green investing movement and train the next generation of environmental justice leaders through community engagement with local high school students.

The Administrative Associate participates in all facets of Rose Foundation’s programs, including grant administration, communications, development, data management and bookkeeping. The Administrative Associate will work closely with the Executive Director and the environmental, social justice and consumer protection grantmaking programs he oversees, making this a rare opportunity to work closely with a foundation leader. The Administrative Associate also helps support the Rose Foundation’s entire 8 person staff.

The Ideal Candidate

The ideal candidate cares deeply about environmental conservation, social justice and consumer protection. S/he has strong writing skills, solid attention to detail, is comfortable with a variety of software applications and wants to play a vital role in supporting the Rose Foundation’s grantmaking programs and the fundraising that supports those programs. S/he enjoys working in small, highly collaborative teams but is also comfortable working independently.

Grants Program Assistance

Help manage applicant communications: Respond to applicant and general grants inquiries, and acknowledge receipt of LOIs, applications and reports. Provide assistance and feedback to applicants, coach applicants on how to apply, notify applicants of funding decisions, and remind them of deadlines. Update website and RFPs, and ensure consistency of information between multiple modes of dissemination, including the website and email notices. Represent the Rose Foundation at conferences and events.

Coordinate internal grants processes: Maintain grant-making calendar and track the schedules of different Funds. Organize and log in inquiries and proposals. Help check applications for eligibility and required information, and maintain grants awarded database. Help evaluate grant applications, shape funding recommendations and write and present grants dockets to the board. Help manage the online grants application system and maintain hard copy files.

Support funding boards: Help schedule and organize Funding Board meetings, and create and disseminate Board packets. Schedule and arrange site visits/tours and logistics as needed.

Administer grant contracts: Customize or amend grant contract templates as needed, and track the status of contracts, payments and reports.

Development Support

Work with the Development Director: Help produce the Film Fest and other events, including assisting with promotion, sponsor and auction outreach, and day-of event support, as well as assist with grantwriting and preparing grant reports.

Track the inflow and outflow of environmental and consumer mitigation funds: Track pending and received funds, help map funds received to grants awarded, and draft related correspondence and reports.

Administrative Assistance

Bookkeeping assistance: Provide backup support to the Accounting Manager in managing vendors, assigning invoices and other payments to appropriate accounting codes, preparing checks and check requests, and payroll processing.

General support: Help update and maintain website and other communications platforms. Provide support for Board meetings, and generally help with phone reception, visitor greeting and maintaining clean/organized appearance of the office, supplies and equipment.


  • At least 2-3 years administrative or development experience. Some level of experience with environmental or social justice organizations preferred. Spanish speaker preferred.
  • Strong writing skills, proficient at MS Office as well as database management, website management, and mailing applications.
  • Ability to maintain a sense of humor and perspective while multi-tasking, employ a collaborative problem-solving approach, and have the flexibility to help where help is needed in a small office dynamic.
  • Must be willing to occasionally work some evenings and weekends, able to sit at a standard desk for periods of 2 hours or more, and occasionally lift up to 25 pounds.

The Rose Foundation is an equal opportunity employer that embraces diversity, and women, people of color and LGBTQ individuals are encouraged to apply.


Salary is competitive, DOE. Benefits include vacation, family leave, full medical, dental and vision benefits, matched retirement savings, FSA, sabbatical program and professional development opportunities.

To Apply

Send resume and a cover letter that discusses why you are a great fit for this position to: Please write “Administrative Associate” in the subject line. Apply by 5/2/16.

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