Grant Specialist

Job Summary

The Grants Specialist plays a critical role in the successful acquisition and management of grant funding for the organization. This position collaborates closely with internal and external stakeholders to gather information to prepare competitive grant proposals, and support timely submission of applications and reports. The Specialist manages grant timelines, tracks awards, and ensures accurate documentation of grant activity and outcomes. In addition, this role provides key administrative support to the Director of Grant Operations and the Grants Team by managing grant documentation and records retention, including electronic filing systems, archived materials, and grant-related databases, to ensure accuracy, completeness, audit readiness, and effective communication across departments.

Position Specific Duties & Responsibilities

• Grant Application Development and Reporting:
  • Collaborate with internal teams to gather necessary information and supporting documents for grant submissions.
  • Prepare and submit grant proposals, ensuring compliance with grant guidelines and requirements.
  • Prepare all necessary attachments, budgets, and supporting documents for grant submissions.
  • Manage grant requirement timelines to ensure timely submission.
  • Support grant reporting efforts and submit interim and final grant reports, detailing project progress and outcomes.
  • Generate customized reports to track grant activity and performance metrics.
  • Maintain detailed records of grant proposals, submission deadlines, requirements, and outcomes.
• Grant Management:
  • Maintain accurate and up-to-date records of grant proposals, awards, and funder information.
  • Input new grant opportunities, applications, and awards into the database.
  • Update existing records with changes, revisions, or additional information.
  • Regularly review and audit database entries for accuracy, completeness, and consistency.
  • Identify and correct any errors, duplicates, or discrepancies in the database.
  • Monitor grant deadlines, milestones, and compliance checklists to avoid missed opportunities or penalties.
  • Collaborate with grant team members, program staff, and external partners to gather and verify information for database entries.
• Grants Administration:
  • Manage grant documentation and records retention, including electronic filing systems, archival materials, and grant-related databases to ensure accuracy, completeness, and audit readiness.
  • Maintain and monitor the grant calendar, tracking application deadlines, reporting requirements, and key milestones.
  • Prepare and support internal reports, analyses, and special projects related to grant activity.
  • Maintain centralized agency resource files, including program descriptions, success stories, and subject matter materials.
  • Provide administrative support to the Grants Team, including coordinating meetings, preparing documents and forms, and compiling and submitting required grant materials.
  • Proof and edit grant-related documents for accuracy and clarity; identify opportunities for process and system improvements and recommend enhancements.

Qualifications

• EDUCATION: Bachelor's Degree in related field is required.
• Experience: Two years’+ experience in database or database management. Must have advanced experience with Microsoft office products; database experience strongly preferred (Raiser’s Edge).
• Experience with project management software (Asana).

Performance Competencies

• Communication
• Decision Making
• Engagement
• Initiative and Accountability
• Interpersonal
• Learning
• Organizational Alignment
• Quality of Work

Knowledge/Skills/Abilities

• Must be highly organized, accurate and detailed-oriented.
• Possess excellent verbal and interpersonal skills, strong computer skills, strong writing skills, problem resolution skills.
• Ability to work with a diverse range of people.
• Ability to manage and prioritize multiple tasks, projects and programs.
• Must have ability to work in a fast-paced, team environment.