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Foundation Grants Coordinator

2 months ago

Helena, United States The Staff Pad Full time
Job Description
Position is on-site. Not eligible for remote work.

JOB SUMMARY (overview of job): In this position, the Grants Coordinator is responsible for monitoring grants and assisting in the development and administration of grants management processes for the successful compliance of grant audits. This position processes, analyzes, and monitors grant award contracts, financial report reviews and certifications, as well as oversees grant obligations and reports program progress and results. This position also researches new grant opportunities and writes and submits to a small portfolio of grant funders.

Major Responsibilities include but are not limited to:

  • Manage existing grants by: tracking grants; maintaining internal reporting systems; writing reports; maintaining excellent historical records; working with staff to ensure each project or program is meeting proposal conditions and expectations.
  • Maintain current records in Blackbaud RaisersEdge and Financial Edge NXT database and in paper files, including grant tracking and reporting.
  • Work with finance to gather information necessary to report to funders on current grant programs.
  • Coordinate with interdepartmental staff and external partners in regard to all deadlines for grant/contract reporting and deliverables.
  • Provide required stewardship for grant funders to include required regular written updates.Coordinate, prepare and/or review information and reports for internal and external stakeholders. Manage and coordinate the grant/contract reporting process to ensure that all required reports are complete, accurate and submitted to external sponsors on time.
  • Assist in the administration, accounting, compliance and reporting required for all grants and related contracts, to include reviewing and helping control grant/contract expenditures and drawing down or tracking incoming funds.
  • Assist in arranging for grant funder tours on site; make appointments for President/CEO, VP Foundation and others with potential grant funders.
  • Communicates to program staff the departmental, state and federal policies with regard to grant administration.
  • Ensures awarded grant activities are carried out as outlined in grant agreements.
  • Works closely with Grant Writer & Administrator to advise finance, compliance, and hospital program teams regarding successful grant management and reporting requirements, to include preparation for successful annual Single Audit compliance and ensures internal control procedures are adhered to.
  • Assist with the auditing of all grants/contracts.
  • Process all grant/contract award documents coordinating with the Grant Writer & Administrator, Foundation VP, Compliance & Risk Specialist, etc.
  • Ensure compliance of federal, state, organization and specific funding agreement policies, procedures and financial requirements.
  • Maintain a complete and up-to-date catalog of active grants and contracts, including but not limited to: department, amount, duration, performance measures as applicable, synopsis of award requirements, and expenditures to date.
  • Establish and maintain meticulous files for each external sponsor agreement to be used for tracking, reporting and auditing purposes.
  • Assist in preparations for external monitoring visits, reviews, audits and cross-site evaluations, participating as appropriate.
  • Coordinate, prepare and/or review financial information and reports for internal and external stakeholders. Collaborate closely with Finance in the ongoing tracking for and preparation of the Schedule of Expenditures of Federal and Other Government Awards (SEFA) for the annual audit report.
  • Keep abreast of and maintain proficiency in all federal and other regulations that pertain to the financial management of funding agreements (e.g., 2 CFR Part 200); attend trainings as necessary.
  • Submit and maintain SAM registration, other federal and state portal management and registrations, reports, and forms as relevant to grants.
Grant Research/Writing/Development-Secondary Responsibilities
  • Conduct ongoing grant research and maintains a database of potential funding sources.
  • Assist with donor identification, cultivation, stewardship, and solicitation, particularly in private family foundations and corporate philanthropic giving.
  • Write and submit grant proposals according to annual production goals.
  • Serve as a resource to the Grant Writer & Administrator in the development of federal grant attachments and Foundation staff in the development of major gift proposals and reports to funders as needed.
KNOWLEDGE/EXPERIENCE:
  • Minimum 2 years' experience in grants management required.
  • Experience in creative or technical writing, preferably grant, funder proposal, or report writing required.
  • Knowledge of grants proposal preparation, accounting, and statistics required.
  • Experience with effective monitoring, recording, transaction and acknowledgement procedures specific to grant vehicles required.
  • Strong oral and written communication skills required; demonstrated ability to write clear, structured, articulate, and persuasive reports and smaller proposals.
  • Rigorous attention to detail required and demonstrated ability to adhere and adapt to fast and numerous deadlines.
  • Demonstrated ability to work well in a team environment, handle multiple assignments and meet deadlines required.
  • Demonstrated excellent computer skills with all Microsoft Office programs, Adobe Pro and InDesign, and donor databases required.
  • Demonstrated ability to support and participate on a team required.
  • Advanced interpersonal, problem-solving, and analytical skills required.
  • Demonstrated ability to communicate effectively in verbal and written formats required.
  • Demonstrated ability to work independently and time manage effectively and efficiently required.
PREFERRED QUALIFICATIONS:
  • Experience and comfort with program and project evaluation standards and strategies and stewardship reports.
  • Successful previous experience with project management.
  • Previous success with government grant management, and knowledge of federal and state grant compliance.
  • Familiar with Single Audit and OMB Uniform Guidance for Federal Awards.
  • Knowledge of grant and fundraising information sources.
  • Experience with grant writing.
  • Knowledge of basic fundraising techniques and strategies.
  • Knowledge and familiarity with research techniques for fundraising prospect research.
  • Experience with budget monitoring.
  • Knowledge of contracts and agreements preferred.
  • Experience with Blackbaud Raisers Edge database.


EDUCATION: Minimum of High School Diploma, HiSET, or GED equivalent required.

LICENSE/CERTIFICATION/REGISTRY: None