Grants Specialist

The Grants Specialist serves as an integral member of the IndyHumane Development Team and is responsible for managing and maintaining the organization's grants program. This position oversees the full grant lifecycle, including prospect research, grant writing, proposal submission, grant stewardship, reporting, and compliance tracking.

The Grants Specialist works collaboratively across departments to collect data, program outcomes, financial information, and organizational stories necessary to support grant applications and reporting requirements. This role plays a critical part in securing institutional funding that advances IndyHumane's mission, programs, and strategic initiatives.

Essential Job Functions

Grant Research & Prospect Development

• Research, identify, and evaluate prospective grant funding opportunities from foundations, corporations, government agencies, and other funding organizations
• Develop and maintain a pipeline of prospective institutional funders aligned with organizational priorities
• Prospect, cultivate, solicit, and steward grant funders in support of IndyHumane programs and initiatives
• Monitor grant opportunities, deadlines, and funding trends relevant to animal welfare organizations

Grant Writing & Submission

• Write, edit, and submit letters of intent, grant proposals, applications, and supporting documentation
• Collaborate with the Chief Development Officer to develop grant strategies aligned with organizational funding priorities
• Ensure grant proposals accurately reflect program needs, organizational priorities, and funding requirements
• Customize proposals and narratives to align with grantor priorities and funding guidelines
• Maintain quality control and consistency in all written submissions

Grant Administration & Reporting

• Manage the grant lifecycle from prospect identification through award closeout
• Maintain grant calendars, reporting deadlines, and compliance requirements
• Prepare and submit grant reports, outcomes, and stewardship communications
• Track grant performance, deliverables, and reporting obligations
• Maintain accurate records of grant submissions, awards, denials, and reporting activities
• Ensure grant files and supporting documentation remain organized and accessible

Data Collection & Cross-Department Collaboration

• Collect data, stories, outcomes, financial information, and program metrics from departments throughout the organization
• Collaborate with Finance to develop grant budgets and financial reporting documentation
• Partner with Operations, Medical, Community Outreach, Volunteer, and Leadership teams to gather program information and impact metrics
• Facilitate quarterly grant meetings to review funding opportunities, reporting requirements, and organizational priorities

Collaboration & Organizational Support

• Attend Development Team meetings, all-staff meetings, and professional development opportunities
• Support organizational fundraising goals and strategic priorities
• Serve as an ambassador for IndyHumane when interacting with funders and community partners
• Perform additional duties, projects, and assignments as needed

Required Qualifications

Education & Experience

• Bachelor's degree in English, Communications, Nonprofit Management, Public Administration, Business, Journalism, or a related field preferred
• Minimum three (3) years of grant writing, grant management, fundraising, or related nonprofit experience required
• Demonstrated success obtaining grants from foundations, corporations, government agencies, or philanthropic organizations required
• Experience managing multiple grants and deadlines simultaneously preferred

Knowledge, Skills & Abilities

• Exceptional written communication, editing, and proofreading skills
• Strong analytical, organizational, and project management abilities
• Ability to manage projects from conception through completion while meeting deadlines
• Ability to prioritize multiple assignments and competing priorities effectively
• Strong interpersonal and collaboration skills
• Ability to interpret funding requirements, contracts, and grant agreements
• Strong attention to detail and commitment to accuracy
• Ability to work independently while maintaining communication with team members and leadership
• Ability to proactively identify funding opportunities and process improvements
• Commitment to the mission and values of IndyHumane

Technical Skills

• Proficiency with Microsoft Office applications including Word, Excel, Outlook, and PowerPoint
• Experience with grant databases, donor databases, or CRM systems preferred
• Ability to create budgets, reports, and tracking systems
• Experience with online grant submission portals preferred
• Ability to analyze program data and present outcomes effectively

Preferred Qualifications

• Five (5) or more years of grant writing experience
• Experience working in nonprofit organizations
• Experience with animal welfare, healthcare, or human services grant programs
• Experience with government grants and reporting requirements
• Experience with donor CRM and grant management software
• Experience developing grant budgets in collaboration with finance teams

Physical Requirements

• Ability to sit, stand, walk, bend, and move throughout the workday
• Ability to occasionally lift and carry office materials and supplies up to 25 pounds
• Ability to work on a computer for extended periods
• Ability to attend occasional meetings or events outside normal working hours

Work Environment & Potential Exposures

This position operates primarily in a professional office and animal welfare environment with regular interaction with staff, volunteers, donors, grant funders, and community members.

Potential exposures may include:

• Animal-related allergens, odors, and noise
• Fast-paced work environments with multiple deadlines and competing priorities
• Frequent interruptions and changing organizational priorities
• Extended periods of computer and screen use

Employees are expected to follow all organizational safety procedures and professional conduct standards.

Core Competencies

• Grant Writing & Research
• Written Communication
• Attention to Detail
• Project Management
• Collaboration & Teamwork
• Strategic Thinking
• Organization & Planning
• Analytical Thinking
• Relationship Building
• Time Management
• Problem Solving
• Professionalism

Equal Employment Opportunity Statement

IndyHumane is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, disability, genetic information, veteran status, or any other protected status under applicable federal, state, or local law.

Americans with Disabilities Act (ADA) Statement

IndyHumane is committed to providing reasonable accommodations to qualified individuals with disabilities in accordance with the Americans with Disabilities Act (ADA) and applicable state laws. Employees and applicants requiring accommodations should contact Human Resources.

At-Will Employment Disclaimer

Employment with IndyHumane is at-will. This means that either the employee or IndyHumane may terminate the employment relationship at any time, with or without notice, and with or without cause, subject to applicable law. Nothing in this job description should be interpreted as creating a contract of employment.

Job Description Disclaimer

The statements contained in this job description are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, or qualifications required. IndyHumane reserves the right to modify duties, responsibilities, and position requirements based on organizational needs.

Safety Statement

Employees are expected to comply with all workplace safety standards, organizational policies, confidentiality expectations, and OSHA-related safety requirements.