Title: Grants Administrator

Classification: Full-time/Exempt

Reports To: Director of Development

Location: Roseville, CA

Approved By: Dave Martinez, Executive Director

Approval Date: 5/5/23

SUMMARY/OBJECTIVE:

The Grants Administrator is responsible for various aspects of the organizations grants program. This independent contributor role requires project management, organization and teamwork at its core. This position will be able to multi-task multiple grants at various parts of lifecycle, from coordinate the pre-award planning, researching, preparation, writing (or review of grant writer on more complex), submission, and the post-award administration of various grants assigned to Placer Food Bank. This dynamic role will work with Development, Programs and Finance teams in review of grants for compliance with regulatory, funding agency and policy requirements. This role will provide guidance and support to various Placer Food Bank staff members in the identification and development of grant opportunities as well as fulfillment of grant reporting and tracking.

ESSENTIAL FUNCTIONS:

Research and Planning:

• Maintain an in-depth understanding of the organization including mission, vision, values, history, programs, services, and plans for the future.

• Collaborate with staff members to gain an in-depth understanding of ongoing program/project needs, goals, objectives, and outcomes.

• Assist staff with proposal budget development and program planning, including outcomes, evaluation, and measurement.

• Identify potential funding opportunities to support program and operating needs. Conduct research on local, regional, and national foundations as well as corporate, government, and individual sources (Including but not limited to Grants station and Feeding America portals.)

• Support Directors on inquiries related to grant funding sources.

• Conduct in-depth research for proposal support including sourcing of relevant studies, trends and proven outcomes related to our programs/services.

• Collect, verify and interpret relevant data and statistics.

• Coordinate and manage the annual application, review, and awards process and report on this process, including final award recommendations.

• Coordinate grantee reporting and compliance.

• Maintain a database of key performance indicators, metrics, IRS forms, board and staff lists and program statistics to reference for efficiency and update on a regular basis.

Proposals and Reporting:

• Work with third party grant writer (outsourced) on more complex grants. On more basic grants, own entire process.

• Prepare and submit timely LOI’s ( letters of interest) and/or proposals that accurately and ethically represent Placer Food Bank programs, services, needs, and goals. Adhere to deadlines and other funder criteria for submission.

• Ensure enough time between completion and submission for stakeholders to review (Directors)

• Maintain list of online access passwords.

• Manage compliance requirements and timelines for funded proposals. Prepare and submit timely reports to funders that accurately reflect the work completed by Placer Food Bank.

• Setup and maintain master grant calendar in Monday.com; maintain files on all proposal, awards, and funders, including applications, correspondence, and reports.

• Prepare ad hoc reports, as needed.

• Build and maintain supportive relationships among all who work for, volunteer, donate to, and receive services from Placer Food Bank.

• Setup and maintains Monday.com board for grant activities to support timely delivery of the application, award, reporting and stewardship for foundation and grant giving.

• Coordinates bi-weekly grant meeting between departments and provides updates on new opportunities, proposals that need input for completion, reporting deadlines, media deadline sand spend down requirements.

• Works closely with Grant Accountant to ensure funds are being spent timely and follows up on statuses.

Foundation Stewardship:.

• Work with Development & Communications team to provide grant award overviews for communication to foundations and requirements of media outreach.

• Create, maintain and notify team of deadlines related to tracking of foundation stewardship and fulfillment of grant deliverables.

• Draft thank you letters for foundations upon receipt of award.

POSITION REQUIREMENTS:

• Bachelor's degree or equivalent.

• Grant writing, program development, or equivalent work experience preferred.

• Excellent written and verbal communication skills.

• Must be able to background screenings.

• Prior nonprofit work experience work preferred

QUALIFICATIONS (KNOWLEDGE, SKILLS AND/OR ABILITIES)

• Expertise in essay or journalistic writing, English grammar and punctuation.

• Demonstrated proof reading and editing experience.

• Exercises discretion and independent judgment.

• Perform tasks under only general supervision.

• Capacity to think creatively and purposefully and see the big picture.

• Basic understanding of finance, budgeting, and program planning and evaluation.

• Experience in collecting and analyzing data and program outcomes, and reporting results.

• Organized with desire to meet and exceed deadlines and able to multi-task.

• Proven competencies in current Microsoft Office products.

• Must be an independent worker with an appreciation for collaboration and team environment.

• Experience with CRM database desirable (ex: Monday.com, Salesforce)

• On-line (web-based) and off-line research skills.

• Professional demeanor, flexible, and able to respond to multiple demands.

• Passion for Placer Food Bank’s mission.

PHYSICAL DEMANDS / ENVIRONMENT:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• The employee is frequently required to lift or move up to 20 pounds and occasionally lift or move up to 40 pounds.

• Sitting for long periods of time

• Willingness to drive personal vehicle as necessary to various locations to support the program

• Must be able to tolerate noise from fork lift trucks

• Work is typically performed in an air-conditioned environment

• Work in a warehouse environment will be necessary at times

• Must be able to work flexible hours, including weekend and evenings as needed

• Work is performed in a typical interior/office work environment (Administrative Offices) and is a hybrid role (50% in office).

• The noise level in the work environment is typical of most office.

EEOC & DFEH STATEMENT:

We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, ancestry, national origin, religion, creed, age, sex, gender, sexual orientation, gender identity, gender expression, marital status, genetic information, disability status, protected military or veteran status or any other characteristic protected by law.