POSITION SUMMARY

The Grants Specialist supports the Stewardship Investment Manager and Grants Manager in all aspects of grants and funding management, including data tracking, processing, detailed analysis, and communications. As the initial point of contact for the Stewardship Investment programs, this role provides exceptional customer service to applicants and awardees, troubleshooting support needs and directing inquiries to the appropriate resources. Additionally, the Grants Specialist serves as the system administrator for the grants management platform, ensuring data consistency and integrity across multiple platforms, optimizing workflows, and streamlining processes to enhance efficiency for both internal (Travel Oregon) and external (partners, applicants, and awardees) users. 

Working closely with their Stewardship Investment teammates, this role ensures an aligned approach to grants and funding through consistent communication as the team works to activate Travel Oregon’s 10-Year Strategic Vision

Reports to: Stewardship Investments Director   

Department: Destination Stewardship   

Posting Opens: February 10th, 2025 

Posting Closes: Apply Immediately! This position will close once sufficiently qualified applicants have been received. 

Projected Interview Timeline: Second Week in March   

Anticipated Start: Date: April 1, 2025

Salary range: $61,000 to $85,400

Status: Full-time, Non-exempt  

Type: Hybrid

ABOUT TRAVEL OREGON  

Travel Oregon is dedicated to inspiring travel that uplifts communities and preserves the unique culture and natural beauty of Oregon. Founded in 1995 and now a semi-independent state agency, Travel Oregon promotes tourism that balances economic opportunity with respect for Oregon’s ecosystems and diverse cultures. Through partnerships, marketing, research, and community engagements, the organization supports sustainable tourism. Guided by a commitment to equity, stewardship, and prosperity, the team fosters a welcoming, collaborative environment to drive tourism initiatives that benefit all Oregonians. Our industry website contains a wealth of information, and you can read Travel Oregon’s 10-Year Strategic Vision here. 

ESSENTIAL FUNCTIONS/MAJOR DUTIES

Serve as initial point of contact for Stewardship Investments team and responds to inquiries from a variety of stakeholders. Discuss/field routine and non-routine questions, including general program details, cycle dates, eligibility requirements and the availability of additional Travel Oregon and industry resources. Support Stewardship Investments team by ensuring timely and comprehensive internal program communications. Determine appropriate involvement from other staff on a variety of matters. Work independently and with internal teams with completion of work tasks and projects, anticipate roadblocks and problem-solve. ~15 hrs./mo.

Grants/Funding Program Coordination ~80 hrs./mo. which includes:

Serve as grants management platform system administrator, building system knowledge to inform program improvements and best uses for platform across multiple types of funding/investment programs while actively seeking ways to build a bridge between systems (e.g., accounting/research) to work more efficiently.

Maintain updated and accurate data in grants management platform and any additional program tracking documents, finding ways to most effectively ensure all data can be tracked inside the platform.

Collaborate with the Grants Manager and Stewardship Investments Manager to build online grant/investment applications, reporting documents, and correspondence in the grants management platform, ensuring consistency and integrity of data.

Work with the platform vendor to maintain knowledge of the system’s functionality and troubleshoot and resolve technical issues. Actively participate in continuous learning/training on the grants platform and share learnings with the Stewardship Investments team to support their development and collaborate in developing improved systems and processes.

Provide occasional support to other Oregon tourism entities that utilize the same grants management platform, looking for ways to create efficiencies.

Coordinate review committee meetings, including production tasks (e.g., calendaring, meeting prep, note-taking, and post-meeting communications). Train Committee members on using the platform for scoring applications.

Perform eligibility checks of applications to ensure required documentation is completed. Confirm and communicate applicant eligibility and follow up to gather additional information as necessary.

Draft correspondence and provide applicant and awardee application feedback.

Review report submissions, including financials/budgets, to ensure all required materials are submitted according to program guidelines and award agreements. This will allow the Grants Manager and Stewardship Investments Manager to evaluate the reports in their final form.

Collaborate with the Director and/or Managers to create and enter the project structure into the agency’s internal project management platform.

Track external program deadlines and project milestones and support grantee compliance through various means, including scheduling reminders, tasks, and deadlines, including tasks related to reporting.

Connect with grantees to gather information about important milestones, accomplishments and successes or relevant data to support agency key performance indicators.

Supports the Grants Manager and Stewardship Investments Manager in program advisory team meetings by sharing relevant information with members, tracking next steps, and ensuring critical information is outlined for the agency project management system's population.

Work with Director in organizing a single location for tracking and sharing information to keep Stewardship Investments team moving forward and increase awareness of projects that have overlapping deadlines or cross-over between bodies of work on the horizon.

Create reports, ensure data accuracy and collaborate with Strategy, Research and Analytics team to develop best practices and ways to share data with the tourism industry (ex: Dashboards); share grants/investments data with Stewardship Investments team for strategy development. ~15 hrs./mo.

Historic record clean-up in both grants management platform and SharePoint to create consistency and naming structure in efforts to improve efficiencies and user experience. 5 hrs./mo.

Draft and revise documents, procedures, and templates to ensure clear, accurate information and processes. 5 hrs./mo.

Research and source content and resources for Travel Oregon’s industry website to support grant-seekers; coordinate with the Communications team to update and maintain the website or enews. 5 hrs./mo.

Support the planning and execution of grant trainings/grant program info sessions and orientations and serve as content expert in trainings focused on use or best practices of the grants management platform. ~5 hrs./mo.

Participate in meetings/planning/initiatives (individual, function, department and agency-wide) to support strong workplace culture and successful performance/execution of agency strategy. Elevate/solve issues, support change, and ensure the maintenance of productive processes. ~15 hrs./mo.

Other duties as assigned; perform all responsibilities in alignment with Travel Oregon’s stewardship lenses, community agreements, and commitment to fostering diversity, equity, and inclusion.

JOB SCOPE

Work performed by this position receives moderate supervision. It involves recurring situations with occasional variations from the norm and operating from established and well-known procedures as well as specific and definite directions and instructions yet is moderately complex. Complexity is derived from building the application processes in the grant management system and ensuring integrity and consistency in data, detailed review of grant applications, grant reports and merging documentation into agreements, as well as the skill needed to explain complex information (including budgets) to those not familiar with grants.

Decisions are made within prescribed operating guidelines. Typical decisions include reviewing grant/funding applications and reports for compliance and providing guidance to applicants and grantees. The incumbent is not accountable for budget preparation or compliance and informally makes recommendations concerning both long-range operational planning and long-range strategic planning. Mistakes and errors in work may have a negative impact on the Agency and the grant program.

Grant/funding applications and grant/funding project tracking records are maintained by this role.

SUPERVISORY RESPONSIBILITY

This role has no supervisory responsibilities.

INTERPERSONAL CONTACTS

Contacts are normally made with others both inside and outside of the organization; internal contacts are most frequently made with those in the Destination Stewardship Department.

A majority of contact with others occurs via email and in virtual settings, some occurs face-to-face, or by phone. Confidential/sensitive matters are frequently discussed, necessitating discretion at all times.

As assigned will actively participate as a member of a Communities of Practice by sharing best practices, seeking new information and knowledge, and aligning with shared expectations and processes.

COMPETENCIES

Basic competency is required in Travel Oregon’s Foundational Competencies:

Active Listening: Full Attention | Sincere Interest | Appropriate Non-Verbal Cues | Suspension of Judgement | Seek First to Understand

Change Agility: Adaptability | Resilience | Accepts Needed Change | Empathy | Fine with Ambiguity

Communicativeness: Transparent | Approachable | Multi-media | Frequent Communicator | Accessible | Right Medium

Composure and Self-Objectivity: Appropriately Expressive | Emotional Control | Performs Under Stress | Self-Aware | Knows Own Strengths & Weaknesses | Open to Feedback | Mindful & Present

Drive / Energy: Enthusiasm for Role | Understands Personal Motivations | Balanced & Healthy Lifestyle | Grit

Informal Communication: Good at Dialogue | Approachable & Accessible | Personable | Articulate

Initiative: Proactive | Responsible | Accountable

Integrity and High Standards: Honest | Reliable | Positive | Objective | Attention to Detail | Driven to Do Best Work

Learning Agility: Curious | Open | Learns Quickly | Rational

Organizing and Planning: Makes Best Use of Time | Efficient | Thinks Ahead | Imagines/Plans for Contingencies | Follows Up

Team Player / Sensitivity: Voluntarily Collaborates | Enjoys Team Rewards | Supportive | Inclusive | Considers Others’ Feelings | Values Diversity

Technology Savvy: Leverages Appropriate Hardware & Software | Stays Current with Relevant Technologies

EDUCATION, EXPERIENCE, KNOWLEDGE, SKILLS, AND ABILITIES

Qualifications

A bachelor's degree in a relevant field OR any combination of education/coursework/training and work experience necessary to meet position requirements.

A minimum of two (2) years of experience in a fast-paced work environment working in government, a community non-profit or family foundation, corporate giving, or closely related area (such as Finance or Programs).

Experience providing support to the tracking/execution of programs or projects and customer service to internal and external stakeholders.

Experience in supporting grants administration, including experience with Foundant or other grants management software and knowledge of grants life cycles and processes is preferred but not required.

Success Attributes

Experience and enjoyment in utilizing technology/platforms to take ideas to implementation.

Takes initiative and has a desire to support others in a collaborative work environment.

Skill in customer service with diverse individuals and organizations.

Ability to communicate complex details in an understandable and friendly manner.

Analytic mindset to refine systems (data platforms/online files/communication tools) and optimize for efficiency.

Analytical skills sufficient to review and analyze documentation, data, and budgets for compliance with guidelines and agreements.

Skill in writing and editing communications and business documents.

Experience with high proficiency in the use of Microsoft Office Suite. Proficiency in the use of Adobe Acrobat, video, and audio-conferencing platforms such as Zoom and project management and collaboration tools such as Basecamp, Google Docs, Click-Up and others.

JOB EFFORT AND CONDITIONS

This position is designated as remote. The majority of essential functions are performed at an alternate workplace. Business needs may require the employee to come into a central or temporary workplace on a periodic basis.

Benefits  

Accrual of 12 days (about 1 week 10 days) paid vacation and 12 days (about 1 week 10 days) paid sick leave  

11 paid holidays, an annual award of 3 days personal business leave, 3 days paid volunteer leave, and available paid bereavement leave  

100% of core benefits (medical/dental/vision) premiums are covered by Travel Oregon.  

Optional health care and dependent care flexible spending accounts (FSAs).  

After six full months of employment, participation in the Public Employees Retirement System (PERS), including generous Travel Oregon contributions with no employee match required; optional participation in a 403(b) account (Oregon Savings Growth Plan) is also available.  

Equal Employment Opportunity  

Travel Oregon is an Equal Opportunity Employer and does not discriminate in employment opportunities or practices based on race, ethnicity, national origin, ancestry, color, sex, gender identity or expression, sexual orientation, marital or parental status, pregnancy or childbirth, disability, age, religion, creed, genetic information, veteran status, or any other characteristic protected by applicable federal, state, or local law. We encourage and respect different viewpoints and experiences as essential to innovation. We strive to acquire, grow, and maintain a diverse and inclusive workplace that applies principles and standards equitably while supporting the needs and accommodations of the individual employee.  

Consistent with the Americans with Disabilities Act (ADA) and federal and state laws, it is the policy of Travel Oregon to provide reasonable accommodation when requested by a qualified applicant or employee with a disability, unless such accommodation would cause an undue hardship. If you require reasonable accommodation in completing the employment application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, please contact jobs@traveloregon.com. Travel Oregon provides qualifying veterans and disabled veterans with preference in employment. Please review the following webpage on veterans' preference in state employment and indicate your status and submit documentation accordingly: https://www.oregon.gov/jobs/pages/veterans.aspx.