Grants Operations Coordinator

Background

Bloomberg Philanthropies works to create catalytic change across five areas of focus: arts and culture, education, the environment, government innovation, and public health. Our mission is to ensure better, longer lives for the greatest number of people. Our approach is rooted in Mike Bloomberg's unique experience and success across the field of business, government, and philanthropy.  

The Position

Sitting within our Grants Management team, the Grants Operations Coordinator will play a critical role in supporting operational excellence, project management, and ownership of business-critical deliverables. This role is designed for someone who thrives on creating clarity and efficiency: driving coordination, maintaining documentation, and ensuring seamless workflows across key operational processes. 

The coordinator will own key operational processes, manage information platforms, and serve as the connective point across teams to ensure leadership priorities are executed with accuracy and timeliness. This individual will be both detail-oriented and proactive, capable of handling sensitive information and driving multiple initiatives forward simultaneously. 

Essential Duties and Responsibilities

Deliverables & Task Ownership 

• Coordinate recurring, business-critical deliverables such as internal reports, manage timelines, secure inputs, and ensure accuracy and timely completion. 
• Oversee internal request process, triaging and ensuring timely responses. 
• Use Asana to coordinate a high-priority operational process, ensuring accurate task tracking, progress monitoring, and timely escalation of issues. 

Process & Documentation Management 

• Maintain and improve process guides to ensure documentation is clear, consistent, and user-friendly. 
• Establish and manage a documentation control process including inventory, maintenance, and scheduled review dates to ensure process guides and team materials remain accurate, consistent, and up to date. 

Platform & Information Ownership 

• Maintain SharePoint and other team information hubs, ensuring resources are accurate, organized, and accessible to staff and stakeholders. 
• Coordinate onboarding for new hires by facilitating orientation to team tools, processes, and workflows in partnership with subject matter experts. 

 Operational & Cross-Team Support 

• Partner with leadership to streamline workflows and communications across teams. 
• Take ownership of ad hoc projects, solving problems and implementing improvements as business needs evolve. 

Qualifications of the ideal candidate

• 3+ years of professional experience in a detail-oriented role, ideally with responsibilities spanning operations, project management, and documentation. 
• Strong organizational and project management skills, with the ability to independently manage multiple workflows, deadlines, and deliverables. 
• Proven ability to streamline processes, standardize practices, and support cross-functional collaboration. 
• Excellent interpersonal skills and the ability to communicate effectively across teams and with senior stakeholders. 
• Comfort handling sensitive information, managing competing priorities, and exercising sound judgment. 
• Experience with document management and proficiency in Microsoft Office Suite (Word, Excel, PowerPoint). 
• Adaptability to quickly learn new tools and systems, coupled with a proactive approach to identifying and implementing improvements. 
• Strong written and verbal communication skills, with the ability to prepare clear, concise materials for varied audiences. 

Accommodation

Bloomberg Philanthropies provides reasonable adjustment/accommodation to individuals with disabilities. Please let us know if you require a reasonable adjustment/accommodation to apply for a job. Examples of reasonable adjustment/accommodation include but are not limited to making a change to the application process or work procedures, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment. To request an adjustment/accommodation to apply for a job, please email careers@bloomberg.org.

Equal Opportunity

Bloomberg Philanthropies is an equal opportunity employer and prohibits discrimination in employment. It is Bloomberg Philanthropies' policy to provide equal opportunity and access for all persons, and the Organization is committed to attracting, retaining, developing, and promoting the most qualified individuals without regard to age, ancestry, color, gender identity or expression, genetic predisposition or carrier status, marital status, national or ethnic origin, race, religion or belief, sex, sexual orientation, sexual and other reproductive health decisions, parental or caring status, physical or mental disability, pregnancy or maternity/parental leave, protected veteran status, status as a victim of domestic violence, or any other classification protected by applicable law (each, a “Protected Characteristic”). Bloomberg Philanthropies prohibits treating applicants or employees less favorably in connection with the terms and conditions of employment, in all phases of the employment process, because of one or more Protected Characteristics.