Childe Hassam, Columbian Exposition, Chicago, 1892, gouache “en grisaille” over graphite on tan wove paper, 10 5/8 x 14 in. (27.0 x 35.6 cm), Terra Foundation for American Art, Daniel J. Terra Collection, 1992.38


Title: Grants Assistant

Established in 1978, the Terra Foundation for American Art (TFAA) is dedicated to fostering the exploration, understanding, and enjoyment of the visual arts of the United States. With an exceptional collection of American art from the colonial period to 1945 and an expansive grant program, it is one of the leading foundations focused on American art, supporting exhibitions, academic programs, publications, and research worldwide. Implicit in such activities is the belief that art has the potential both to distinguish cultures and to unite them.

Position summary: The Foundation seeks a Grants Assistant to provide project coordination and administrative support to the Foundation’s grantmaking activities in all responsive program areas (Exhibitions, Academic Programs, Chicago Public Programs, and Chicago K-12 Education programs), as well as TFAA’s own activities, including Terra Collection Initiatives, Art Design Chicago, and other national and international initiatives.

Status: The position is full-time and is located in the Foundation’s headquarters in Chicago. A competitive salary based on experience and an exceptional benefits package are available.

Reports to: The position reports to the Grants Manager, and works closely with all Grants Program, Collection, and Finance staff.


  • Interacts with and responds to general inquiries from grantees/potential grantees and monitors the grants inbox
  • Collects grant applications and identifies and follows up on missing or incomplete materials
  • Creates and maintains centralized grant files
  • Conducts research on grantees and grant related issues
  • Maintains the online grant application and report forms in IGAM (online grant application tool)
  • Applies GIFTS (grants database) total proficiency as it pertains to data retrieval and report generation
  • Assists with both internal and external grantmaking procedures and documentation (i.e., grant cycle requirements, disposition of grant inquiries and proposals, and grant files)
  • Develops and maintains custom database dashboards for TFAA program and executive staff
  • Assembles grant docket materials for board meetings across all programs with oversight and guidance
  • Validates IRS non-profit status for domestic grants and advises Grants Manager regarding compliance with IRS regulations
  • Supports overall grants data collection across all program areas and assists program officers in compiling data for evaluation reports
  • Prepares grant-related communications materials (including website text, remarks, press releases, etc.) in collaboration with program staff and the Manager of Communications
  • Prepares and adapts all standardized response letters and forms in accordance with finalized grantmaking procedures; drafts customized responses for Program Director, Grants Manager
  • Coordinates grantee acknowledgement of all TFAA grants in exhibition catalogues and collateral materials (logo, name, placement, etc.)
  • Other duties as assigned


  • Bachelor’s degree in preferred subjects of Arts Administration, Non-Profit Administration, Business Administration, Communications, or related field
  • Work experience in an office environment with at least 1 year in philanthropy or non-profit administration preferred
  • Exceptional organizational and administrative skills and attention to detail
  • Outstanding written and verbal communication skills
  • Demonstrable commitment to high quality work and meeting deadlines
  • Self-starter with ability to manage and prioritize own time, including multiple projects simultaneously
  • Ability to interact with others in a professional, courteous, and tactful manner
  • Comfort working in a dynamic, fluid environment
  • Strong proficiency with Microsoft Office software (Outlook, Word, Excel, and PowerPoint)
  • Experience with database software; GIFTS, IGAM, and/or GIFTS Online experience a plus
  • Familiarity with non-profit arts organizations a plus
  • Must be flexible and adaptable with changing priorities

Applicants should send a cover letter, resume, salary requirements, and contact information for three references combined as a single document in PDF format to [email protected] by end of day, August 1, 2017. Please indicate in the subject line, “GRANTS ASSISTANT POSITION.” Please indicate where you saw the posting. See for more information on the Terra Foundation.

No phone inquiries please.

The Terra Foundation for American Art is an equal employment opportunity employer.