Grants Coordinator

About the role

Firefly Children and Family Alliance offers the opportunity to improve the lives of vulnerable children and families in Indiana. As a full‑time Grants Coordinator based in Indianapolis, you will coordinate administrative data and information management throughout the grants process, handle fiscal and programmatic reporting for state, federal, private foundation and corporate grants, and work across programs with development and accounting to ensure grant management documents, procedures, and implementation are executed professionally, efficiently, on schedule, and consistent with best practices. The Development team submits 75 to 100 proposals per year, and the Grants Coordinator may manage as many as 45 to 60 active grant awards at any given time.

Responsibilities

• Coordinate the day‑to‑day administration and tracking of assigned grants, including deadlines, expenditures, required documentation, and reporting requirements.
• Prepare and process grant‑related expense reports, check requests, invoices, and other financial documentation accurately and in a timely manner.
• Work closely with program directors and other program staff to understand grant‑funded activities, monitor progress, gather required information, and support successful grant implementation.
• Collaborate with Accounting to obtain financial reports, reconcile grant expenditures, and ensure alignment between approved budgets and actual spending.
• Monitor grant expenditures throughout the grant period, identify potential underspending, overspending, or budget concerns, and proactively communicate issues to appropriate staff.
• Maintain an accurate and comprehensive grant calendar that includes application deadlines, reporting requirements, grant periods, renewal opportunities, and other key milestones.
• Provide regular updates regarding grant activities, deadlines, spending, and outstanding needs to Development leadership.
• Develop a strong working knowledge of Firefly’s programs, services, populations served, outcomes, and funding priorities through ongoing communication with program and organizational leadership.
• Research prospective foundation, corporate, and other grant funding opportunities that align with Firefly’s strategic and programmatic priorities.
• Assist with the preparation, coordination, and submission of grant applications, reports, supporting documentation, and other funder communications.
• Build positive, collaborative working relationships with colleagues across departments and serve as a responsive resource for grant‑related questions and needs.
• Provide strong administrative and project coordination support to the Development team, program leadership, and executive leadership as needed.
• Schedule and coordinate recurring grant meetings, prepare necessary materials, track follow‑up items, and help ensure commitments are completed.
• Demonstrate strong attention to detail by reviewing grant materials, financial information, deadlines, and documentation for accuracy and completeness.
• Communicate proactively when deadlines, deliverables, financial concerns, or other issues require attention.
• Support a team‑oriented environment by being flexible, approachable, responsive, and willing to assist with shared priorities.
• Perform additional responsibilities as assigned.

Qualifications

• Bachelor’s degree in a related field or equivalent combination of education and 3–5 years of relevant professional experience.
• Minimum of 2 years of experience in grant administration or management; experience with state and federal grants preferred.
• Experience in nonprofit, human services, foundation, government, higher education, or a related environment preferred.
• Experience working with ICJI, FSSA, or other Indiana state and human services funders is strongly preferred.
• Strong interpersonal skills with the ability to build positive, collaborative relationships across departments and with organizational leadership.
• Highly organized and detail‑oriented, with demonstrated accuracy in managing budgets, expenditures, deadlines, documentation, and reporting requirements.
• Ability to manage multiple grants, deadlines, and competing priorities while adapting quickly to changing needs.
• Proactive, dependable, and team‑oriented, with strong follow‑through and the ability to work independently while knowing when to seek guidance.
• Strong written and verbal communication, research, problem‑solving, and critical thinking skills.
• Proficiency with Microsoft Office, particularly Excel, Word, Outlook, and Teams, with the ability to quickly learn grant portals and other technology systems.

Benefits

• Student Loan Repayment
• Tuition Reimbursement
• Medical, Dental, and Health Insurance
• PTO and Paid Holidays
• Short‑Term and Long‑Term Disability
• Life Insurance