Environmental non profit is looking for a Grants Administrator Full Time on a remote basis for 6 months
Hours/Schedule: 40 hours a week
Job Type: Project
Location Requirements: Remote
Rate: $42 – $49/hour
Job Description:
The Grants Administrator is responsible for coordinating and administering the outgoing grants program (300-400 global grants annually) through all stages of the process, ensuring compliance with all legal and tax regulations, and ensuring accuracy of records. This involves tracking grants through the approval cycle, responding to internal and external queries, and checking, organizing and presenting documents to ensure timely and efficient approvals and contracts. The Grants Administrator reports to the Lead Grants Administrator and works closely with and all members of the Grants team, program and the wider operations team, contributing to planning, monitoring and evaluation of the program of work and providing administrative support to the Grants Team.
Grants administration and workflow process optimization:
- Support the coordination and timeliness of all components of the grants workflow, including: application and processes (approvals, vetting, preparing award letters and grant agreements, contracting, etc.), database administration, grant review, reporting timelines, grant documentation, requesting payment and grant compliance
- Become a key user of the cloud-based grants management software to optimize grants management systems, processes and workflows from start to finish
- Participate in compiling and finalizing dockets and memos for approval by different audiences at leadership, Board of Directors and Grant Committee
- Support the Finance team to track planned grant expenditure, record significant changes and ensure complete and accurate records of all expenditures
- Support grantee reporting by managing the process, deadlines and data, as needed
- Ensure compliance with and manage staff’s understanding of country-based legal and tax requirements
- Participate in providing training and technical assistance
- Maintain accurate efficient filing and secure data
- Participate in the migration to a new grant management system (GMS)
- Support audit preparations and grantee reporting by managing the process, deadlines and data, as needed
Stakeholder support, team training and capacity building:
- Serve as the first point of contact for all grantmaking queries from both program teams and grantees, and ensure that information or training is provided in a timely manner
- Work with program colleagues to ensure grantmaking inquiries are responded to appropriately, provide technical assistance on grant application guidelines when needed, and ensure compliance with reporting requirements
- Build, maintain and support key relationships and partnerships with the operations team, program teams and grantees, ensuring clear and regular communication about deadlines, workflow expectations or process changes.
- Ensure our systems are reliable, robust and functioning as required – including supporting maintenance and implementing improvements as needed
- Support learning and evaluation by working alongside the rest of the Grants team to ensure the grants management system (GMS) runs optimally, assuring data integrity and troubleshooting
- Work with others in the Grants Team to guide program staff through grantmaking policy transitions
- Learn from seasoned Grants Team staff to help program staff better understand the compliance and due diligence requirements and why these requirements are in place.
- Contribute to delivering training for stakeholders on topics such as compliance, risk, policies, internal processes and systems related to grants management.
Other organizational priorities:
- Provide administrative support to the grants team, including scheduling meetings, managing correspondence, maintaining records, and ensuring efficient workflow across grant-related activities.
- Participate in cross-organizations initiatives, as needed, to achieve goals
- Backfill/support peer Grants colleagues during periods of heavy workload, as needed Perform other duties and responsibilities as assigned
Qualifications:
- A Bachelor’s degree and/or minimum three years of grants and contract or related work experience, or equivalent demonstrable experience for this role.
- Experience coordinating priorities and deadlines using project management software, ideally Asana or similar
- Preferably some database management experience, working grants management systems, (i.e. Fluxx, Givingdata, Salesforce) or ability to learn
- Ability to communicate approaches for relaying technical, budgetary and program details to staff, consultants, grantees and applicants in a clear and user-oriented manner
- Ability to facilitate smooth communication and workflow process across operations, finance, public affairs and program functions
- Well-developed administrative and organisational skills
- Proven work experience highlighting strong attention to detail and the ability to manage multiple priorities
- Skills in Google suite, as well as including data management skills and experience with handling and visualising basic quantitative data (e.g. financial)
- Experience in maintaining forecasts and budgets, or similar financial administration
- Strong teamwork and team coordination skills, with a demonstrated ability to collaboratively produce analysis and written outputs
- Clear, direct verbal and written communication skills
- A passion for action on climate change and social justice
- A keen interest in supporting our grantees and the work they do in the movement
Desirable skills, knowledge and experience
- Ability to think critically, act decisively and synthesize program and operational issues
- Willingness to take initiative, self-motivate and work independently or as part of a team
- Exceptional attention to detail and organizational skills
- Ability to juggle multiple competing priorities and consistently deliver
- Ability to easily interact with a wide range of people and styles
- A generous and curious nature, sense of humor and grace under pressure
FlexProfessionals respects and seeks to empower each individual and support the diverse cultures, perspectives, skills, and experiences of its candidate network. FlexProfessionals does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status, or any other basis covered by appropriate law. The candidates whose resumes are shared with our business clients are selected on the basis of qualifications, merit, and business needs.
