Grants Coordinator

The Grants Coordinator is responsible for coordinating a full range of pre-award grant-management activities, including supervising a Grants Specialist supporting a full range of post-award grant management activities. The Grants Coordinator leverages public and private funding opportunities through prospecting, pre-award proposal development, proposal writing, amendments, renewals, tracking, and oversight of sub-award compliance. Work is performed in collaboration with the Development & Communications Manager, IRC San Diego's leadership, development, finance, and program staff, and IRC headquarters' Resource Acquisition and Management department.

Major Responsibilities:

Business Development & Prospecting

- With support from the Development & Communications Manager, research and identify grant opportunities for consideration by program focal points, the Deputy Director of Programs, and the Executive Director; - Work closely with the Development & Communications Manager on implementing the 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 potential donors; - Develop and maintain a calendar of the San Diego office's proposal pipeline; - Maintain the Proposal Language Banks for each Department, containing updated proposal content; - Update the Development & Communications Manager regularly regarding anticipated awards and any changes in funding streams; - Ensure overall tracking of grants through the entire grant life cycle, including opportunity identification, proposal development, proposal submission, award management, reporting, and closure; - Other related duties as assigned.

Pre-Award Grants Coordination

- Track the proposal development, and 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; - Work closely with the Grants Specialist to build opportunities for all new, renewed, and amended grant opportunities in IRC's standard tracking tools (Opportunity Tracking & Implementation System (OTIS), Asana Project Management Database, Excel, Microsoft Planner); - Gather proposal attachments to include in submission packets, store and organize in a central folder; - Coordinate and participate in proposal revisions; - Be involved in program design and grant workshops as requested by the Development & Communications Manager for new business development opportunities; - Help to manage responses to business development opportunities, including coordination of inputs; - Ensure consistent, accurate, and organized IRC Grants content in shared cloud content folders; - Deliver quality products against a tight schedule; - Regularly update Development & Communications Manager with accurate information; - Coordinate agreement/contract execution for all awards, ensuring proper reviews/approvals, signatures, response to donors, and filing of fully executed award documents; - Collaborate with HQ-based Post Award Officer to request T1 for all new awards; - Other related duties as assigned.

Proposal Development and Design

- Develop and run San Diego's proposal calendar to ensure timely submissions of proposals to new prospects, in addition to existing renewal proposals; - Handle the proposal development and submission process by working with the Development & Communications Manager, Deputy Director of Programs, Executive Director, Program Managers, and headquarters staff to ensure on-time submission of high-quality proposals; - Lead developing, writing, and submitting public and private grant proposals and applications to city, state, county, and federal government funders and foundation funders in coordination with program managers and alignment with IRC San Diego's Strategic Action Plan. This includes writing key proposal sections, editing and incorporating the input of other team members using IRC business development standards; - Liaise with the headquarters' revenue, grants, and business development staff on all new contracts, grants, amendments, and sub-grants; - In support of quality proposal development, seek to build a deep personal understanding of client needs and program impacts; - Other related duties as assigned.

Collaboration and Support of IRC San Diego's Work

- Provide the Development Manager with grant information needed to complete IRC San Diego's Development Plan and Strategic Action Plan, including grant submission data, as required; - Collaborate with IRC San Diego's MEAL Manager to ensure grant compliance of IRC business development procedures, program activities, and monitoring with funding and contracting entities; - Participate in meetings, staff development activities and fully engage as a member of the team; - Follow all policies, procedures, and protocols of IRC; - Other related duties and business development projects as assigned.

Staff Development

- With support from the Development & Communications Manager, provide supplemental internal trainings to IRC San Diego program staff to build local capacity for grant writing and grants management; - Regularly update Grants Manual, Prospecting Manual, and other key pre-existing materials; - Other related duties as assigned.

Other

- Be the primary interlocutor for the HQ-based (NYC) San Diego focal points regarding pre-award opportunity pipeline updates, including proposal processing (reviews, approvals, and OTIS uploads), contract negotiations/agreements, and D1 requests; - Track the submission of proposals and maintain file copies; - Other related duties and business development projects as assigned by the Development & Communications Manager. - Other related duties as assigned.

Key Working Relationships:

Position Reports to: Development & Communications Manager

Internal Collaboration: IRC San Diego Development & Communications Manager, Grants Specialist, Program Managers, Finance Director, Development Coordinator, Executive Director, and IRC's HQ Resource Acquisition and Management department

External: Community foundations and public funders at city, county, and state agencies

Job Requirements:

Education

- Undergraduate degree in Journalism, English, or a related field or comparable work experience; - Certification or continuing education in project management, grant writing, proposal development, and/or fundraising is a plus;

Work Experience

- At least 3 years of professional experience in grant administration, fundraising, and/or grant writing preferred; - At least 2 years of supervisory experience.

Demonstrated Skills & Competencies

- 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, with excellent attention to grammar.

Working Environment

- Standard office environment, including the current hybrid mode of remote work within San Diego County and required in-office days and some 'field' time within the service delivery area to perform the above-outlined responsibilities. Office working environment is subject to change based on organization/business needs. - May require occasional weekend and/or evening work. - Office hours are scheduled as Monday-Friday, 8:30am-5pm. - Access to a reliable vehicle to travel throughout the service delivery area with a valid driver's license and current insurance is required.

Posted pay ranges apply to US-based candidates. Ranges are based on various factors including the labor market, job type, internal equity, and budget. Exact offers are calibrated by work location, individual candidate experience and skills relative to the defined job requirements.

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 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.

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.

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Qualifications