Grants Administrator

Grants Administrator

Reporting to the Vice President of Organizational Engagement, the Grants Administrator is responsible for organizing and managing Children First's grant portfolio, including applications, awards, and reporting requirements. This role develops and maintains relationships with prospective and current funders. They also research new funding opportunities aligned with the organization's mission and strategic priorities. The Grants Administrator develops written proposals and manages the submission and reporting process for a variety of funding sources. The position also collaborates with the Director of Communications & Marketing on publicity requirements and supports Database Administration through data entry and gift/grant management in the donor database and related digital and physical records.

This position requires the ability to execute sound judgment and discretion. The role also supports fundraising initiatives, public relations, and events as part of the department team. As Grants Administrator, the individual will develop, execute, monitor, and manage non-governmental grants, and assist with the implementation and monitoring of federal, state, and local government grants in collaboration with other departments. The position helps promote the community image of Children First. Work is reviewed through regular coaching, feedback, and annual evaluations with the supervisor.

Requirements

Licenses/Certifications

• Valid Florida Driver's License, or reliable transportation
• Immediate/continued enrollment in the Criminal History Registry-Child Care Division
• Current Health Appraisal, updated every two (2) years

Education/Equivalent Experience

• Bachelor's degree
• Development professional with three (3) years of experience writing and securing non-governmental grants
• Experience managing databases (Raiser's Edge preferred) in a nonprofit environment

Competencies (Knowledge, Skills, and Abilities)

Knowledge of:

• Principles and practices of donor-based research and fundraising?
• Confidentiality requirements and database regulation
• Grant writing standards and best practices
• Tracking for current and prospective grant opportunities
• Resource library management, including relevant statistics and trends related to the served population.
• Grant lifecycle management, from initial identification through final reporting and stewardship.
• Federal, state, and local grant processes (especially Head Start/Early Head Start regulations) preferred

Skills :

• Communicate fluently in English (Spanish is desired)
• Manage multiple complex projects simultaneously, ensuring deadlines are met
• Collect, analyze, and present data with accurate reports and clear recommendations
• Write persuasively under tight word and character count restrictions.
• Technical proficiency in donor database systems (Raiser's Edge preferred).
• Database administration, including gift entry and constituent record maintenance.
• Persuasive storytelling integrating qualitative anecdotes with quantitative data.
• Budget development and tracking for complex project-specific grant proposals.
• Collaborative project management to lead cross-departmental data collection efforts.
• Strategic and timely communication maintaining professional and transparent relationships with funding partners.

Ability to:

• Serve as an engaging and authentic representative of Children First, fostering meaningful connections through a welcoming, forward-facing presence with donors, community partners, and the public.
• Interpret data and think creatively to solve problems and make decisions
• Work cooperatively between staff and other departments.
• Manage time, stress and constantly changing situations.
• Clearly delineate grant requirements and expectations to stakeholders.
• Serve as a cross-trained backup for database responsibilities and donor/ funder inquiries.
• Support event facilitation, including nights and weekends for major and special events.
• Manage a comprehensive grant calendar to ensure 100% adherence to all submission and reporting deadlines.
• Identify and vet new funding opportunities that align with organizational strategic objectives.
• Maintain the highest ethical standards in handling sensitive donor information and financial records.

Physical/Mental Demands:

• Navigate and maintain a physical presence for extended periods during agency tours, community events, and site visits.
• Stoop, kneel, bend, and sit on the floor to interact with and attend to children's needs in a childcare environment.
• Operate a keyboard and office equipment with precision
• Reach with hands and arms to manage physical records and digital systems.
• Lift, carry, and move items weighing up to 50 pounds for event preparation and donor materials.
• Operate a motor vehicle to attend off-site meetings, research opportunities, and community engagements.
• Maintain the cognitive and physical capacity to respond immediately and effectively to emergencies or crisis situations.
• Manage time and prioritize tasks effectively within a high-activity environment subject to constant change and varying stress.

Environmental Conditions:

• Experiences variability in temperature and environment.
• Interaction with children who are ill and/or possibly contagious.
• This position requires the ability to withstand strain and stress to meet deadlines and other pressures.
• Occasionally required to lift and carry materials for meetings and events.
• May require use of personal vehicle for official business travel (valid Florida driver's license and proof of insurance required).
• Some evening and weekend work may be required for events.