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Grantmaking Systems and Administration Officer

Organisation : Australian Philanthropric Services

Location : Sydney (SYDNEY)

Work type : Part-time, Contract/Temporary

Profession : Administration & Office Support

Sector : Foundations, Trusts & Philanthropy

Salary type : Annual Package

Application closing date : 26 Jul, 2021

About the role

The successful candidate will work closely with the Executive Officer of a newly established
foundation to create and manage an efficient workflow for the foundation’s giving cycle. Key tasks
include designing funding round tools and templates, building and managing an online grants portal
and website, managing the workflow surrounding funding rounds and board meetings, providing a
first point of contact with the charitable sector, and providing administrative support to the
foundation’s Executive Officer.

Selection criteria
We are seeking someone who has:

  • A minimum of 2 years’ experience in an administrative capacity
  • A minimum of 2 years’ experience in a business analyst, grantmaking, systems or operations
  • Demonstrated experience in managing organisational systems and processes
  • Demonstrated ability to contribute to the design, build and testing of organizational systems
    and processes
  • A proven track record of anticipating and managing operational requirements, as well as
    recommending and implementing system and process solutions
  • Strong organisational skills and ability to manage multiple priorities on a tight timeline, with a
    scrupulous attention to detail
  • Demonstrated experience working across multiple stakeholders, with polished and professional
    interpersonal, verbal and written communication skills
  • Demonstrated proficiency with the entire Microsoft Office 365 suite and a proven aptitude for

Highly desirable, but not essential

  • A degree in a relevant discipline
  • Understanding and experience of grantmaking administration
  • Experience of Salesforce, Canva and website management platforms
  • Grantmaking experience in funding round management
  • Knowledge and understanding of the philanthropic and not-for-profit sector


  • Strategic and creative thinking and execution – ability to think strategically and creatively and to
    execute a vision, is outcomes focused
  • Entrepreneurial mindset – an ability to see opportunities and develop new offerings, takes a proactive approach
  • Resourcefulness and Technical skills – sound understanding of Office 365 Suite and a ‘roll up the sleeves’ attitude
  • Communication skills – personable and approachable with strong written and verbal communication skills
  • Influencing and relationship building skills – a team player with a constructive and collaborative approach, and ability to work with and influence diverse stakeholders
  • Integrity – personal integrity and ethical behaviour, and respectful of a range of beliefs

About the organisation

Organisation Name : Australian Philanthropric Services

Australian Philanthropic Services (APS) makes structured giving simple, so our 600+ clients can focus
on supporting the causes that matter to them. APS has experienced rapid growth since its inception
in 2012 and is the leading independent, not-for-profit philanthropic services organisation in
Australia. Collectively, APS clients have over $1 billion in assets committed to the community and
give more than $100 million in charitable gifts every year.

Learn more about APS and our work at



How to apply

  • Submit your application for the position via email with ‘Application for the role of Grantmaking
    Systems and Administration Officer’ in your subject line to
  • Attach a cover letter explaining why you are the right candidate, addressing each of the
    selection criteria (two pages maximum)
  • Attach your resumé

If you don’t quite meet the criteria but believe you have the ‘X’ factor that makes you the best
candidate, then tell us why we should consider you in your cover letter.

Applications without a cover letter addressing the selection criteria will not be considered.


Please quote in application: Grantmaking Systems and Administration Officer via Pro Bono Australia.


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