Grant Specialist

Overview

PRIMARY FUNCTION:

Responsible for assisting Senior Grants Manager in coordinating grant projects by maintaining a portfolio of assigned grants that include but are not limited to foundations, corporations, civic groups, and state, county and federal grant opportunities. Coordinates the planning and preparation of grant proposals from inception to submittal as well as for other organization projects as requested. Provides writing support and works in collaboration with the Senior Grants Manager and Grant Compliance Manager to manage extensive grants calendar and handle reporting as required.

Responsibilities

KEY ROLES (Essential Job Responsibilities):

Resource Development

1. Contribute to attaining financial support:

• work in collaboration to maintain an annual grant portfolio of no less than (100) grant deadlines;
• provide direct support to Senior Grants Manager on grant projects and applications;
• write grant proposals for foundation and corporate support for existing programs and new projects;
• work with Club management to follow through on grant leads vetted by resource development team such as family foundations, corporations and civic groups;
• solicit information across departments and from key leadership such as CEO, COO, CFO, Club/Program Directors, and other relevant staff members to complete grant proposals and reports; and
• research and seek new grant funding via funder databases and Internet searches.

2. Project Management:

• Coordinate project management activities, resources, equipment and information.
• Break projects into doable actions and set timeframes.
• Identify and define requirements, scope and objectives.
• Assign tasks to internal teams and assist with schedule management
• Make sure that needs are met as projects evolve
• Help prepare and analyze budgets
• Assist with streamlining and improving departmental workflows and efficiencies.
• Analyze risks and opportunities, strategizes course of action
• Assists in monitoring grants project progress and handle any issues that arise
• Act as the point of contact and communicate project status to all participants
• Work with the Senior Grants Manager to eliminate blockers
• Use tools to monitor working hours, plans and expenditures
• Review and issue all appropriate legal paperwork (. contracts and terms of agreement)
• Create and maintain comprehensive project documentation, plans and reports
• Ensure standards and requirements are met

3. Maintain administrative and operational systems such as:

• tracking grant income and maintain grant funder files;
• recognizing contributions with acknowledgment letters as needed;
• funder stewardship and recognition;
• Raiser's Edge;
• monthly reporting spreadsheets and more.

4. Ensure a productive working environment, providing support to Club management on grant opportunities and grant funder relations.

5. Performs other related duties and responsibilities as required or as assigned.

Strategic Planning

1. Contribute to the planning and implementation of the strategic plan regarding activities relating to donor solicitations and other Club fundraising efforts.

RELATIONSHIPS:

Internal: Maintain close contact with Club management to exchange information, seek and give assistance, consultation and direction. Maintains contact with financial staff and support staff. Works in close collaboration with Senior Grants Manager to strategize approach and complete applications; at times will interface with the Grant Compliance Manager to fulfill reporting requirements for a small number of grants.

External: Maintain contact with community and corporate leaders, foundation contacts and other stakeholders or partner organizations to seek financial support and provide information regarding Club activities and needs. Maintain calendar of events and meetings with local government and foundation contacts for responding to and fulfilling RFP requirements.

Qualifications

SKILLS/KNOWLEDGE REQUIRED:

• Bachelor's degree from an accredited college or university in a related field.
• A minimum of one (1) year of work experience in a Boys & Girls Club or similar not-for-profit organization with an emphasis on grant proposals, fundraising, marketing, budgeting, and/or community and public relations.
• A minimum of one year of proven project coordination or project management skills
• Proven excellent verbal and written communication skills at all levels.
• Knowledge of accounting principles as they relate to grant budget/fundraising efforts.
• Valid driver's license with good driving record and consistent access to a motor vehicle with appropriate insurance required.
• Proven work experience as a Project Coordinator, Grant Coordinator or similar role
• Proven experience in project management, from conception to delivery
• Solid organizational skills, including multitasking and time-management
• Ability to self-manage and manage priorities without a lot of oversight
• Proactive in problem solving
• Ability to learn quickly, be flexible and adaptable to a changing environment
• Strong client-facing and teamwork skills
• Proven strong presentation skills
• Familiarity with risk management and quality assurance

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT:

High level writing ability to create proposals and correspondence. Ability to manage projects and multiple timelines; define problems, collect data, establish facts and draw valid conclusions; clearly and concisely exchange/receive ideas, facts and/or technical information. Employee is required to use hands to handle or feel and reach with hands and arms. Employee is occasionally required to stand and walk, and may occasionally be required to lift and/or move up to 10 pounds. Employee may occasionally be required to operate a motor vehicle. Work environment: Normal office environment.

DISCLAIMER:

The information presented indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, or to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications and objectives required of employees assigned to this job.