Grant Coordinator

Job Description

Job Description

TITLE: Grant Coordinator

PERFORMANCE PROFILE SOURCE: Individual Contributor

DEPARTMENT: Grants

REPORTS TO: Vice President of Grants

FLSA STATUS: Exempt

WORKER CATEGORY: Full-Time

EMPLOYMENT FUNCTION: Professional

POSITION SUMMARY:

The Grant Coordinator plays an important role in advancing the mission of the Boys & Girls Clubs of Central Florida by supporting the organization’s grants function and broader fundraising efforts. This position reports to the Vice President of Grants and works closely with the Grant Manager, Grant Compliance Manager, Advancement, Finance, Human Resources, and Operations Leadership to coordinate grant development, proposal preparation, reporting, tracking, and donor support activities. The Grant Coordinator contributes to the development of grant proposals and fundraising initiatives, helps maintain systems and records related to funding opportunities and awards, and supports timely, accurate, and compliant submissions and reports that strengthen philanthropic support for the organization.

ESSENTIAL JOB RESPONSIBILITIES:

Grant Development

• Contributes to the planning and implementation of the organizational strategic plan as it relates to donor solicitations, grant development, and other fundraising efforts.
• Identifies and researches grant opportunities that strengthen organizational visibility and increase philanthropic support.
• Gathers program information, impact data, and supporting materials needed to develop competitive proposals aligned with organizational priorities.
• Assists in translating program needs, data, and outcome goals into compelling narratives that align with funder priorities.
• Collaborates with the Vice President of Grants, Grant Manager, Finance, Human Resources, and program staff to support effective planning and coordination of grant-related activities.
• Supports planning and implementation of special fundraising events and other resource development efforts.

Grant Writing & Resource Development

• Writes grant proposals for foundation, corporate, and other funding opportunities, ensuring submissions are accurate, timely, and responsive to funder requirements.
• Assists with the development of project descriptions, supporting narratives, models, and outcome measures aligned with organizational and funder expectations.
• Manages proposal timelines, deliverables, and internal workflows to support the timely completion and submission of grant requests.
• Collaborates with internal partners to gather required attachments, approvals, data, and documentation for proposals and donor communications.
• Supports quality review and refinement of proposals and reports to promote consistency, clarity, and accuracy across submissions.

Grant Compliance & Resource Management

• Manages administrative and operational systems to track grant income, proposal activity, reporting deadlines, and award status.
• Compiles grant status reports, interim reports, and final reports, ensuring accuracy, completeness, and timeliness.
• Coordinates with Finance and program staff to develop program budgets and supporting financial justifications for grant submissions and reports.
• Maintains accurate grant files, templates, calendars, tools, and other resources to improve efficiency and consistency across the grants function.
• Prepares letters of acknowledgment and supports recognition activities, including special recognition events.
• Supports the review of grant outcomes, deliverables, and performance data to support renewals, reporting, and stronger future proposals.
• Maintains client and staff confidentiality and adheres to HIPAA, FIPA, PHI, and PII requirements.

Partnership Building & Department Collaboration

• Builds and maintains collaborative relationships with funders, donors, Club leadership, and internal partners to support successful grant development and fundraising outcomes.
• Provides staff support to Club management on grant and fundraising issues and may represent staff at committee meetings as assigned.
• Works closely with the Vice President of Grants and the Grant Manager to support departmental priorities, workflow coordination, and process improvement.
• Partners with Finance and Human Resources, as needed, to support organizational compliance, data collection, payroll allocations, grant spending schedules, budget coordination, and internal processes relevant to grant activities.
• Contributes to a productive, professional, and collaborative working environment that supports organizational effectiveness.
• Performs other related duties and responsibilities as required or assigned.

QUALIFICATION REQUIREMENTS: ( Knowledge, Education, Experience & Skills)

Education:

• Earned or actively pursuing a degree in nonprofit management, communications, fundraising, public administration, or related field preferred. Or a combination of education and experience in grant work at a similar non-profit organization.

Experience:

• At least two years of experience in grant writing, grant coordination, fundraising, development, nonprofit administration, or a related field preferred.
• Experience supporting grant proposal development, grant tracking, and reporting.
• Experience working collaboratively across departments, including leadership, finance, and program teams, preferred.

Skills:

• Strong technical writing ability, verbal communication skills, including the ability to develop clear, compelling, and well-organized proposals and reports.
• Strong organizational and project coordination skills, with the ability to manage multiple priorities and deadlines.
• Ability to gather, organize, and synthesize information from multiple stakeholders into effective grant materials.
• Attention to detail and commitment to accuracy, particularly in proposal preparation, reporting, budgets, and data management.
• Ability to collaborate effectively with the Vice President of Grants, Grant Manager, Finance, Human Resources, Operations Leadership, and other internal and external stakeholders.
• Basic to intermediate budget literacy, including the ability to work with financial information and supporting documentation.
• Ability to interpret grant guidelines and follow funder requirements, organizational procedures, and compliance expectations.
• Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and shared database or CRM systems.
• Ability to maintain confidentiality and exercise sound judgment in handling sensitive information.
• Strong customer service orientation and the ability to build positive working relationships in person and virtually.
• Valid driver's license, good driving record, and consistent access to a vehicle with appropriate insurance coverage.

KEY ROLE COMPETENCIES:

Ensures Accountability

• Follows through on assignments, deadlines, reporting requirements, and documentation with accuracy and consistency.

Drives Results

• Supports timely, high-quality grant submissions and fundraising activities that contribute to organizational revenue goals.

Collaborates

• Works effectively with the Grants Team, leadership, Club staff, Finance, Human Resources, and external stakeholders to achieve shared goals.

Manages Complexity

• Balances multiple deadlines, funder requirements, and internal priorities with professionalism and attention to detail.

Resourcefulness

• Identifies useful information, tools, and opportunities that strengthen grant development and fundraising efforts.

ADDITIONAL ACCOUNTABILITIES

ENVIRONMENTAL AND WORKING CONDITIONS:

• The position requires working in both indoor and outdoor environments of an office or club setting, which may involve exposure to varying weather conditions.
• Ability to read and interpret documents such as safety rules, operating instructions, and policy manuals.
• Required to operate a motor vehicle.
• Work in environments frequented by children and families, requiring adherence to safety and conduct standards that ensure a child-friendly and family-oriented atmosphere.
• This role will have a standard and predictable full-time work schedule. However, all exempt staff must be adaptable to a dynamic work schedule, including evenings to support club activities and events.

PHYSICAL AND MENTAL REQUIREMENTS:

• Physically capable of performing programming activities and club duties on-site, including lifting up to 30 pounds, standing, sitting, or walking for extended periods, bending, and reaching.
• Operates a computer and other office productivity equipment such as a copy machine, phone, printer, and tablet frequently. Requires the ability to work on a computer for extended periods (8+ hours), including performing tasks that involve repetitive motion, visual focus, and fine motor skills
• Visual and auditory acuity to monitor the environment and ensure safety standards are maintained.
• Mental resilience and the ability to stay focused and effective in a busy, sometimes noisy environment.
• Capacity to handle multiple tasks simultaneously and prioritize effectively.
• Strong interpersonal skills to interact positively with children, family members, and other staff.
• Exposure to outdoor weather conditions (occasionally).

Pre-Employment and Ongoing Compliance Requirements:

• Candidates must successfully pass a pre-employment drug screening.
• Continued employment is contingent upon passing randomized drug screenings as part of our commitment to maintaining a drug-free work environment.
• Continued employment is also contingent on the Florida State Department of Children and Families' employment designation of "eligible for employment" as a state-licensed youth-serving organization.

Disclaimer:

The information presented in this job description is intended to illustrate the nature and level of work expected of employees in this classification. It is not a comprehensive inventory of all duties, responsibilities, qualifications, and objectives required of employees assigned to this job. Job responsibilities and requirements are subject to change based on the direction of the organization & CEO.

Department of Children and Families Level II Background Check

Please see the link below to the new Care Provider Background Screening Clearinghouse Education and Awareness website. This site was implemented under the directive of House Bill 531 (2025).