Grants Coordinator

Finance & Economy Donor relations & Fundraising

Overview

Coordinate all aspects of grant management from proposal to reporting

You have:

• Undergraduate degree in Journalism, English, or a related field or comparable work experience
• At least 2 years of professional experience in grant administration, fundraising, and/or grant writing preferred
• Certification or continuing education in project management is a plus
• Familiarity with the San Diego non-profit/philanthropy environment is a plus
• Ability to work autonomously in scheduling and prioritizing within tight deadlines
• Self-directed with strong interpersonal skills and the ability to work well within a team
• Familiarity with project management software is preferred (i.e., Asana)
• Proficiency in Microsoft Office applications: Planner, Word, Excel, Outlook, and PowerPoint
• Excellent writing, research, and organizational skills
• Proficiency in written and spoken English

Job Description

Job Overview:

The Grants Coordinator is responsible for coordinating a full range of pre-and post-award activities. The position coordinates the funding prospecting, pre-award proposal development, post-award agreement execution, reporting, and grant meetings. Work is performed in collaboration with the Grants Manager, IRC San Diego’s leadership, development, finance, program staff, and IRC headquarters’ Resource Acquisition and Management department.

Major Responsibilities:

Business Development & Prospecting

· Work closely with the Grants Manager on crafting and implementing a prospecting and funding strategy;

· Support prospecting for new opportunities, including performing donor monitoring, research, and analysis;

· Maintain an up-to-date database of grant prospects, including key information and dates;

· Assist in communicating and responding to business development opportunities identified;

· As needed, assist in preparing letters of inquiry, proposals, budgets, and reports to local foundations and other potential private donors;

· Develop and maintain a calendar of the San Diego office’s proposal pipeline.

Pre- and Post-Award Grants Coordination

Pre-Award

· Track the proposal development, grant submission process, and maintain efficient systems in communicating reminders and timelines;

· Draft a proposal development calendar for each new opportunity with clear responsibilities outlined for management, programs, and finance departments that yield timely, high-quality submissions;

· Build opportunities for all new, renewed, and amended grant opportunities in IRC’s Opportunity Tracking & Implementation System (OTIS);

· Gather proposal attachments to include in submission packets, storing, and organizing in a central folder;

· Coordinate and participate in proposal revisions;

· Work with the Grants Manager to ensure proposals are tracked with standard IRC tracking tools (OTIS, Excel, Microsoft Planner);

· Be involved in program design and grant workshops as requested by the Grants Manager for new business development opportunities;

· Regularly update Grants Manager with accurate information;

· Deliver quality products against a tight schedule.

Post-Award

· Coordinate and track agreement/contract execution for all awards, ensuring proper reviews/approvals, signatures, donor responses, and filing of fully executed agreements and contracts;

· Schedule and send invitations for grant opening, review, and closing meetings for all grant programs;

· Coordinate and co-facilitate grant meetings, including creating PowerPoint presentations on behalf of program staff;

· Effectively maintain contract and grant files for each funded program with consistent documentation standards;

· Maintain and regularly update comprehensive and accurate reporting database and send out a monthly grants comm for reports due the following month;

· Review and edit reports as assigned and document report submission;

Compliance

· Create a “compliance summary” and update “grant summary sheets” for all new awards, using the agreement/contract, RFP, and donor manuals/guidelines;

· Maintain a broad and deep understanding of donor policies, regulations, and procedures;

· In concert with the Grants Manager, Finance Team, and DDP, assist Program Managers with understanding the reporting and other compliance requirements on their grants during grant meetings;

Institutional Memory

· Track donor correspondence;

· Track the submission of proposals and maintain file copies;

· Track the submission of reports and maintain file copies;

· Keep a database of key donor contacts and grant information.

Sub-awards

· Co-lead IRC’s sub-award processes, following IRC’s Partnership Excellence for Equality and Results System (PEERS), including supporting stakeholder analysis, due diligence, developing and executing partnership agreements, and partnership funding close-out.

Other

· Be the interlocutor for the HQ-based (NYC) San Diego focal points regarding proposal processing, contracts, grants amendments, T1 requests, federal report submission, and sub-grants;

· Other related duties as assigned.

Key Working Relationships:

· Position Reports to: Grants Manager

· Other Internal and/or External Collaborations:

o Internal: San Diego Executive Director, San Diego Director of Finance, San Diego Deputy Director of Programs, San Diego Development Manager, San Diego Program Managers, HQ Resource Acquisition and Management department

o External: Community foundations and public funders

Job Requirements:

· Undergraduate degree in Journalism, English, or a related field or comparable work experience;

· At least 2 years of professional experience in grant administration, fundraising, and/or grant writing preferred;

· Certification or continuing education in project management is a plus;

· Familiarity with the San Diego non-profit/philanthropy environment is a plus;

· Ability to work autonomously in scheduling and prioritizing within tight deadlines;

· Passionate about the work product;

· Self-directed with strong interpersonal skills and the ability to work well within a team;

· Familiarity with project management software is preferred (i.e., Asana);

· Proficiency in Microsoft Office applications: Planner, Word, Excel, Outlook, and PowerPoint;

· Excellent writing, research, and organizational skills;

· Proficiency in written and spoken English.

Working Environment:

· Standard professional office environment at IRC offices in San Diego and El Cajon;

· Covid-impacted remote work with travel to office as required; reliable internet at home required;

· Office hours are Monday-Friday, 8:30am-5:00pm PST, some evening or weekend activities as needed;

· Travel to field site operations and external stakeholder meetings is required;

· Access to a reliable vehicle and valid driver license is required;

Benefits: We offer a comprehensive and highly competitive set of benefits. In the US, these include: 10 sick days, 10 US holidays, 20-25 paid time off days depending on role and tenure, medical insurance starting at $120 per month, dental starting at $7 per month, and vision starting at $5 per month, FSA for healthcare and commuter costs, a 403b retirement savings plans with immediately vested matching, disability & life insurance, and an Employee Assistance Program which is available to our staff and their families to support counseling and care in times of crisis and mental health struggles.

COVID-19 Vaccination Requirement****: In accordance with IRC’s duty to provide and maintain a workplace that is free of known hazards and our commitment to safeguard the health of our employees, clients, and communities, IRC requires candidates who are selected for interview to furnish proof of vaccination against COVID-19 in order to be considered for this position.

Commitment to Diversity and Inclusivity****: IRC is committed to building a diverse organization and a climate of inclusivity. We strongly encourage applications from candidates who can demonstrate that they can contribute to this goal.

Equal Opportunity Employer****: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, sex, gender, gender expression, sexual orientation, age, marital status, veteran status, or disability status. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.

Please apply at http://www.rescue.org/careers

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Qualifications

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Potential interview questions

Added 4 years ago - Updated 1 year ago - Source: rescue.org