Grants Coordinator

About the role

The role is based in Seattle and requires occasional travel. On-site requirements vary based on position and team. For questions about on-site work arrangements, please ask your recruiter.

Responsibilities

• Manage institutional registrations and system accounts required for federal submissions (SAM.gov, Grants.gov, Research.gov, etc.)
• Route legal documents through CLM for Legal review
• Maintain the grants calendar, tracking reporting due dates, award end dates, prior approval deadlines, and renewal windows
• Schedule and prepare materials for Grant Award Kickoff meetings
• Track reporting and compliance deadlines across the active award portfolio; draft progress reports for active awards for Director review and submission
• Maintain award files and documentation in the grants management system (GMS); ensure records are complete, current, and audit-ready
• Support subaward administration: collect required documentation, track milestones and invoices, and coordinate with subrecipient contacts
• Collaborate with Finance to monitor award budgets; flag variances and help prepare budget modification requests
• Assist with closeout tasks including final reports, equipment dispositions, and file archiving
• Conduct regular monitoring reviews of subrecipient performance reports; collect required documentation and coordinate with subrecipient contacts
• Review subrecipient invoices and coordinate processing with Finance
• Track expenditures across active awards; flag first-pass budget variances for Director review
• Prepare budget modification documentation and route for Director approval
• Facilitate subrecipient closeout; establish and maintain records retention files
• Own meeting scheduling, agenda preparation, and action item tracking for internal meetings
• Support reporting preparation, data compilation, and submission logistics for required reports to NSF and organizational oversight entities
• Maintain document control across workstreams; keep project files organized and audit-ready consistent with NSF award requirements
• Help document and refine administrative workflows and SOPs as the function matures
• Identify opportunities to use AI tools to reduce manual effort in routine administrative tasks

Requirements

Minimum Qualifications:

• 3–5 years of experience in grants administration, research administration, project management, program coordination, or a closely related field
• Experience supporting federal grants, cooperative agreements, or contracts, including familiarity with post-award documentation standards and reporting requirements
• Strong organizational skills and demonstrated ability to manage multiple deadlines simultaneously
• Strong attention to detail in document preparation, record-keeping, and version control
• Experience with federal grants systems (SAM.gov, Grants.gov, or similar)
• Proficiency in Google Workspace; comfort working in project tracking and document management tools

Preferred Qualifications:

• Bachelor's degree or relevant certifications
• Experience supporting NSF award administration or other federal cooperative agreements
• Familiarity with 2 CFR 200 (Uniform Guidance) and federal cost principles
• Experience with a grants management system
• Experience in a nonprofit, university, or research institute setting
• Interest in pursuing grants administration certifications (CRA, CGMS) - professional development support is available

Qualifications

• Minimum Qualifications: 3–5 years of experience in grants administration, research administration, project management, program coordination, or a closely related field
• Preferred Qualifications: Bachelor's degree or relevant certifications, experience supporting NSF award administration or other federal cooperative agreements, familiarity with 2 CFR 200 (Uniform Guidance) and federal cost principles, experience with a grants management system, experience in a nonprofit, university, or research institute setting, interest in pursuing grants administration certifications (CRA, CGMS) - professional development support is available

Skills

• Organizational skills
• Attention to detail
• Document preparation and record-keeping
• Version control
• Experience with federal grants systems
• Google Workspace proficiency
• Project tracking and document management tools
• Experience supporting federal grants, cooperative agreements, or contracts
• Familiarity with post-award documentation standards and reporting requirements
• Experience with a grants management system
• Experience in a nonprofit, university, or research institute setting
• Interest in pursuing grants administration certifications (CRA, CGMS)

Benefits

Team members and their families are covered by medical, dental, vision, and an employee assistance program. Team members are able to enroll in our health savings account plan, our healthcare reimbursement arrangement plan, and our health care and dependent care flexible spending account plans. Team members are able to enroll in our company’s 401k plan. Team members will receive $125 per month to assist with commuting or internet expenses and will also receive $200 per month for parking.

Pay

Base salary range is $70,500 - $106,000, and in addition we have generous bonus plans to provide a competitive compensation package.

Schedule

Full-time position.