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Grant Administration Coordinator

2 months ago

Rochester, New York, United States Foodlink Inc Full time
Job Overview

Mission Statement

Our mission is to harness the power of food to eradicate hunger and foster healthier communities.

Vision Statement

We believe that the battle against hunger is intrinsically linked to the fight against poverty. We envision a future where food is acknowledged as a fundamental human right, enabling every individual to nourish themselves and their families with dignity. Together, we strive to cultivate a more nourished and prosperous region.

Core Values

  • Act with Empathy
  • Take Ownership
  • Collaborate Effectively
  • Listen, Learn, and Adapt

Position Title: Grants Management Specialist

Department: Marketing & Development

Reports to: VP, Development & Community Engagement

Status: Full-time, hourly, nonexempt

Job Level: (6) Coordinator

Position Summary

The Grants Management Specialist will oversee the complete lifecycle of grant management, from initial planning and proposal submission to compliance and reporting. This role merges the strategic aspects of nurturing relationships with funders while ensuring adherence to all financial and regulatory obligations. The ideal candidate will possess a robust background in grant administration, writing, and management, coupled with meticulous attention to detail and outstanding communication abilities. Foodlink currently manages 75 active grant sources across multiple years, amounting to over $40M. This position offers a unique opportunity to collaborate across all Foodlink departments, including career empowerment, food banking, community health, and strategic initiatives.

Key Responsibilities

Grant Planning, Research, and Proposal Development

  • Utilize online resources to identify grant opportunities (corporations, corporate foundations, etc.) and new support sources; prioritize prospect solicitation based on research findings.
  • Maintain an updated record of common grant inquiries and recent responses to streamline the application and reporting processes.
  • Oversee all grant proposal development, including managing contract grant writers or coordinating the appropriate grant writing team among Foodlink leadership for private, corporate, foundation, Feeding America, and government funding.
  • Facilitate staff grant planning meetings; develop and manage a comprehensive calendar of work timelines for all public and private grants—from proposal submission to final reporting.

Grant Management and Reporting

  • Prepare, edit, and submit Letters of Intent (LOIs), interim and final reports, and stewardship correspondence as required.
  • Manage all online grant portal systems and submissions for foundation, city, state, and federal funders.
  • Maintain grant records and track grants and gifts requested and received using CRM systems.
  • Analyze pending or anticipated grants and manage grant lists for current and previous fiscal years; assist with the annual departmental budget.
  • Prepare annual fiscal year grant projections and award summaries for staff.
  • Represent the organization in meetings, site visits, and communications with grant representatives.
  • Collaborate with Program and Finance teams to establish a process ensuring timely submission of all grant reports.

Financial Grant Oversight

  • Act as the liaison between finance and program teams for each grant proposal to ensure budgets align with grant and departmental objectives.
  • Collaborate with the Finance Team to develop a streamlined process for determining restrictions and budget formulation.
  • In partnership with the Finance team, ensure compliance documentation for all government and donor-restricted contracts.
  • Redact sensitive information from grant budgets before sharing with program teams for implementation.

Interdepartmental Collaboration

  • Participate in regular and special development and cross-division meetings to represent grantor perspectives.
  • Work with staff to ensure proper acknowledgment of funders in published and marketing materials.
  • Initiate monthly check-ins with finance, development, and program staff to review grant budgets.
  • Develop and maintain a system for managing and querying internal programs and operations data for accurate reporting to grant funders; ensure accuracy of cost center allocations.
  • Update systems to track relevant external data and literature concerning food insecurity and poverty alleviation.
  • Complete additional tasks as assigned by the VP of Development.

Qualifications

  • Bachelor's degree in Communications, Business Administration, or a related field.
  • Project Management Professional Certification or equivalent experience.
  • A minimum of 5 years of experience in grant writing, financial management, and/or compliance.
  • Proficiency in ASANA or other project management software.
  • Proficiency in accounting software and financial management systems.
  • Exceptional written and verbal communication skills.
  • Ability to manage multiple projects and meet deadlines.
  • Strong analytical and problem-solving capabilities.
  • Detail-oriented with excellent organizational skills.
  • Ability to collaborate effectively across departments.

Diversity, Equity, & Inclusion Commitment

Foodlink is dedicated to fostering a culture of diversity, equity, and inclusion. We believe that addressing hunger is only achievable through a commitment to dismantling barriers created by systems of oppression that perpetuate hunger and poverty. We recognize that systemic injustice and bias disproportionately affect certain identities.

Foodlink actively centers equity—the fair treatment of all individuals—in all our endeavors, ensuring that everyone in our region has access to nourishing food that reflects and honors cultural differences.

We are committed to listening to and supporting solutions to hunger that originate from individuals and communities with lived experiences of hunger and poverty, and to addressing inequities where they exist.

Foodlink is devoted to cultivating an internal culture and practices that promote diversity and inclusion. We embrace and encourage the unique differences of our employees, aiming to create an environment where everyone feels a sense of belonging and understands their connection to the Foodlink mission.