Grants Coordinator

Brief Overview:

We are seeking a Grants Coordinator who interested in advancing health through working as part of a team that that manages grant programs that support health-related projects ranging from biomedical research programs to community health initiatives.

Position Description:

The integral role of the Grants Coordinator includes a high amount of both technical and administrative responsibilities needed in the grantmaking process. The Grants Coordinator performs these duties across HRiA’s portfolio of biomedical research and community health grantmaking programs.

The Grants Coordinator will have a keen understanding of the operational aspects needed to help the HRiA team achieve the goals of its partners in philanthropy. Driven by growth and improvement of grantmaking processes, the Grants Coordinator will assist the Program Staff in managing multiple grant programs.

The Grants Coordinator will work as part of a grantmaking team that includes its Directors, Grants Officers, Scientific Officers, for both The Medical Foundation aka TMF (biomedical focus) and Community Health projects. This is a full-time, exempt position.

Duties and Responsibilities:

General Responsibilities: 

Management: The Grants Coordinator is a critical partner in maintaining continuity and efficiency in the management of grant programs as well as providing technical support across grant programs and projects. The Grants Coordinator is expected to assist staff to address and client or project needs, as well as participate in internal staff meetings and external meetings with partners and clients.

Project Work: In conjunction with the Grantmaking team, the Grants Coordinator implements project activities using technological systems and tools for managing grantmaking. These technologies include Blackbaud Grantmaking software; Microsoft Office Suite; virtual conferencing software; WordPress and others. In this role the Grants Coordinator also works with the Grantmaking Team to provide logistical, organizational, fiscal, and operational support in the implementation of grant programs and projects. The Grants Coordinator assists the Grantmaking Team in building the skills necessary to advance best practices in grantmaking and project management.

Business Development: The Grants Coordinator may be asked to assist with gathering and preparing information needed for proposal development. This includes formatting, design, and packaging.

Thought Leadership: The Grants Coordinator generally helps advance thought leadership of the Grantmaking team and HRiA by assisting with gathering information and helping in the synthesis of information into presentations and/or reports. The Grants Coordinator may be asked to participate during team discussions and internal committees in sharing their knowledge and suggesting improvements to processes for projects and/or programs.

Key Responsibilities: 

  • Pre-Award Program Activities
    • Maintenance of Blackbaud Grantmaking award management system:
    • Online Applications (Internet Grant Application Manager – IGAM):
      • Design and update application forms for TMF and Community Health programs;
      • Troubleshoot technical issues with applicants and institutions;
      • Assist Program Staff with processing incoming grant applications, and conducting due diligence;
      • Work with Program Staff to resolve data discrepancies, missing information, and duplicate entries.
    • Reviewer Portal:
      • Manage the online review submission system;
      • Provide technical assistance to reviewers experiencing access and use issues in the reviewer portal;
      • Assist with Committee tracking and communication.
    • Maintain and update grant program webpages (WordPress) for program launches and curate updated contact lists in Blackbaud to distribute RFAs for each grant program.
    • Updated distribution lists associated with grant programs.
    • Support Grants Officers with meeting scheduling and logistics, travel arrangements, managing registrations to a small number of events, meeting technology support, and other administrative functions.
    • Process Committee Honorarium or Stipend and travel reimbursements.
  • Post-Award Program Activities
    • Aid in creation and maintenance of approval/declination process with Program Staff and all program reports;
    • Assist grants team in awardee reporting including progress and final research and financial reports, budget reallocation requests, no-cost extension requests and project modifications;
    • Coordinate payment needs with grants team;
    • Update current awardee lists for reporting and website updates;
    • Maintain and update electronic award records;
    • Assist grants team with grantee publication submission and archival processes;
  • General Administrative Activities
    • Resolve technical issues and seek solutions for technology; stay up to date on new or existing technology features;
    • Maintain records of department subscriptions;
    • Assist with coordination of internal and external meetings; take meeting notes; update programmatic calendars;
    • Attend HRiA Internal meetings as appropriate;
    • Reconcile check and credit card requests and maintain close communication with Administration & Finance staff to review and triage accounts payable/receivables; update potential new business contracts through Insightly software;

Candidate Qualifications:

  • BS/BA or equivalent with a minimum of two years of experience in a related field such as grants administration, database management, philanthropy, development, biomedical research/community health initiatives;
  • A commitment to value diversity of thought, backgrounds, and perspectives;
  • A commitment to growth and flexibility in their approach to solving problems;
  • Experience in database management is preferred. Proficiency in or capability of learning new software, including Blackbaud Grantmaking, Adobe Acrobat, Microsoft Suite, WordPress, Video Conferencing/Calling;
  • Demonstrated experience in implementing new policies and/or procedures is preferred;
  • Ability to manage multiple projects;
  • Ability to work as part of a team and self-starter;
  • Exceptional attention to detail and commitment to high-quality work;
  • Excellent organizational, critical thinking, and interpersonal skills;
  • Excellent verbal and written communication skills.

This description is intended to indicate the kinds of work duties that will be required in this position.  It is not intended to limit, or in any way modify, the rights of any supervisor to assign, direct, and contract work of staff under their supervision.  The use of a particular illustration describing duties shall not be held to exclude other duties, not mentioned, that are of a similar level or difficulty.

How to Apply:

HRiA is actively seeking to build a diverse and experienced staff. The organization encourages multiple perspectives and experiences, supports a multicultural environment, and strives to hire and retain a diverse work force that reflects the populations we work with and the communities where we work. Diversity is a core value of HRiA resulting in culturally competent services, materials, resources, and programs. Our hiring and business practices appreciate the strengths offered through different backgrounds. HRiA is an equal opportunity, affirmative action employer.

To apply, submit your cover letter and resume online.

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