Grants Coordinator

Grants Coordinator

The Oklahoma Arts Council (OAC) is the official state agency for the support and development of the arts. We strive to build a strong, service-minded team to support our mission to lead, cultivate, and amplify the transformative power of the arts for all Oklahomans and their communities.

We are seeking an organized, service-minded, and detail-oriented individual to support the agency's Grants Office and provide clear, responsive assistance to applicants, grantees, and review panelists across Oklahoma. The ideal candidate takes initiative, communicates clearly, works well with others, and enjoys helping people navigate systems and processes.

POSITION SUMMARY The Grants Coordinator is an important part of the Oklahoma Arts Council's Grants Office and supports the grants management team in carrying out OAC grant programs clearly, accurately, and consistently. This position helps keep grant processes organized by supporting application and report intake, grant records and data management, scheduling, portal access, panel review materials, applicant and grantee communications, and other grants office workflows.

The Grants Coordinator works closely with the Grants Director, grants staff, and program staff to support the administration of OAC grant programs. The position helps keep grant processes moving by coordinating information, materials, communication, and follow-up between grants staff, program staff, applicants, and grantees.

This position is ideal for someone who enjoys organization, public service, problem-solving, and supporting work that requires accuracy, communication, and follow-through. The Grants Coordinator is often one of the first points of contact for organizations working with OAC grants and helps create a positive, clear, and professional experience for applicants and grantees across Oklahoma.

This is a part-time position that reports directly to the Grants Director. This position has an hourly rate of $27.00 with no other benefits and with duties requiring approximately 15-20 hours per week.

ESSENTIAL FUNCTIONS

Grants Access (Applicant, Grantee, and Grant Portal Support):

• Serve as an initial point of contact for organizations seeking information or assistance related to OAC grant programs.
• Respond to routine questions from applicants, grantees, panelists, and other constituents.
• Manage and maintain grant portal access, including account support and troubleshooting.
• Provide basic technical assistance to applicants and grantees regarding grant system access, application materials, award management, and reporting requirements.
• Distribute information on OAC grant programs, deadlines, forms, and grant system processes to the public.
• Work with the Grants Director, grants staff, and program staff to coordinate online and in-person grant information sessions, workshops, and technical assistance opportunities.
• Communicate with applicants and grantees regarding submission status, missing or incomplete materials, grant requirements, and routine follow-up needs.

Grants Management and Processing:

• Monitor the grants system for submitted applications, reports, amendments, and other grant-related materials.
• Conduct initial checks for applications, reports, payment requests, and support materials, and route items for review as needed.
• Identify and communicate with applicants and grantees regarding missing or incomplete materials.
• Manage and maintain files and records related to OAC grant applications, grant awards, reports, and related documentation.
• Prepare materials for grant review panels, Council meetings, reporting, and other grantmaking processes.
• Coordinate and schedule grant-related meetings with internal staff, applicants, grantees, panelists, and other parties as needed.
• Provide administrative support for grant review panels, including scheduling, materials preparation, panelist support, and notes or documentation.
• Assist with routine follow-up related to applications, contracts, reports, amendments, support materials, and other grant requirements.
• Run routine queries and reports through the grants database as requested.
• Manage and maintain data integrity in grants database systems, including organization, contact, application, award, report, and payment information.
• Participate in work groups with grants staff, program staff, and agency leadership to support improvements to grant programs, processes, and constituent support.
• Meet regularly with the Grants Director and grants staff to discuss current projects, prioritize tasks, and assess progress on assignments and goals.

Records, Data, and Reporting Support:

• Prepare and organize grant records, data, and documentation for internal tracking, reporting, and review.
• Assist with routine data entry, tracking, database cleanup, and records management.
• Support the Grants Director and grants staff in preparing materials for state and federal reporting requirements.
• Support the preparation of Council meeting materials, grant summaries, award records, and related documentation.
• Assist with maintaining accurate grant payment information in the grants database.
• Coordinate with finance and grants staff to track payment status, maintain payment documentation, and communicate routine payment status updates to grantees as assigned.
• Support documentation and follow-up for special grant initiatives, federally funded programs, closeout activities, or other grant-related projects.

Program and Administrative Support:

• Provide general administrative and coordination support for grants office projects and grant-related agency initiatives.
• Support scheduling, file management, communications, materials preparation, and meeting coordination for grants office activities.
• Attend, support, and participate in OAC programs, meetings, trainings, and events as assigned.
• Travel to occasional meetings or events may be required, including some overnight, in-state travel.
• Perform other grants coordination and administrative duties as assigned by the Grants Director.

KNOWLEDGE, SKILLS, AND ABILITIES

• Understand the importance of representing the agency in a professional, respectful, and service-minded manner.
• Provide responsive and excellent constituent service to applicants, grantees, panelists, and other members of the public.
• Communicate clearly, professionally, and respectfully in writing, by phone, online, and in person.
• Collaborate as a team player with grants staff, program staff, and other agency staff to deliver quality programs and services.
• Be able to administer confidential matters with tact, diplomacy, and discretion.
• Demonstrate sound judgment, professionalism, and attention to detail.
• Maintain a positive, calm, and helpful approach, especially when supporting people through detailed or time-sensitive processes.
• Be comfortable helping people navigate forms, deadlines, requirements, and online systems.
• Demonstrate excellent planning and organizational skills.
• Manage multiple tasks, deadlines, and follow-up needs with accuracy and consistency.
• Take a proactive approach and work independently while knowing when to ask questions or elevate issues.
• Be curious, willing to learn, and comfortable asking questions to understand grant processes, agency procedures, and constituent needs.
• Complete work with care, accuracy, and follow-through.
• Maintain a respectful work environment that supports teamwork and productivity.
• Handle unforeseen events quickly, calmly, and in a professional manner.
• Be attentive to detail and committed to accuracy in records, communications, and grant-related materials.
• Represent the agency appropriately in meetings, events, and public interactions.
• Have knowledge of arts and arts programming, as well as an interest in public service and support for Oklahoma communities.
• Have experience with or interest in grant funding, grant administration, nonprofit administration, public service, customer service, or administrative coordination.

QUALIFICATIONS

Required:

• Associate degree from an accredited college or university required.
• Experience, training, or coursework that demonstrates strong organization, communication, customer service, administrative support, records management, or technology skills.
• Strong written and verbal communication skills, including the ability to provide clear and professional assistance by email, phone, virtual meeting, and in person.
• Ability to explain processes, provide basic technical assistance, and guide users through forms, deadlines, online systems, and program requirements.
• Ability to manage multiple tasks, deadlines, records, and follow-up needs with accuracy and attention to detail.
• Comfort using Microsoft Office 365 programs and learning online databases, grant portals, and other technology systems.

Preferred: