Key Responsibilities and Required Skills for a Grant Coordinator

🎯 Role Definition

As a Grant Coordinator, you are the organizational linchpin for securing institutional funding. This pivotal role involves managing the entire grant lifecycle, from identifying and vetting new funding opportunities to writing compelling proposals and ensuring meticulous post-award compliance and reporting. You will collaborate across departments—including programs, finance, and leadership—to translate our mission-driven work into persuasive narratives that resonate with foundation, corporate, and government funders. The ideal candidate is a master of deadlines, an exceptional writer, and a strategic thinker passionate about fueling our organization's growth and impact.

📈 Career Progression

Typical Career Path

Entry Point From:

Development Assistant or Associate
Program Coordinator or Assistant
Administrative Coordinator with strong writing skills

Advancement To:

Grant Manager
Senior Grant Writer
Director of Institutional Giving

Lateral Moves:

Program Manager
Development or Fundraising Officer
Communications Manager

Core Responsibilities

Primary Functions

Research, identify, and qualify potential government, foundation, and corporate funding sources that demonstrate strong alignment with the organization's mission, programs, and strategic priorities.
Manage and maintain a comprehensive and dynamic grants calendar, meticulously tracking all proposal deadlines, reporting requirements, and key submission dates to ensure 100% on-time compliance.
Develop, write, and edit high-quality, persuasive grant proposals, letters of inquiry (LOIs), and funding applications, tailoring each submission to the specific guidelines and interests of the funder.
Collaborate extensively with program staff, finance teams, and executive leadership to gather necessary programmatic data, statistical information, client stories, and financial documents for grant applications.
Coordinate the entire grant submission process, including compiling all required attachments (e.g., budgets, audits, board lists), securing necessary internal approvals and signatures, and submitting proposals through various online portals and systems.
Maintain and meticulously update a central donor database or CRM (like Salesforce or Raiser's Edge) with all grant-related activities, including submissions, awards, rejections, and reporting schedules.
Prepare and submit timely and accurate interim and final reports to funders, effectively detailing program progress, key performance indicators, outcomes, and financial expenditures as stipulated by grant agreements.
Ensure strict adherence to all grant compliance requirements, including federal, state, and private funder regulations, throughout the entire pre-award and post-award grant lifecycle.
Assist in the development of detailed program budgets and budget narratives for grant proposals, working in close partnership with the finance department to ensure accuracy, feasibility, and alignment.
Cultivate and maintain positive, professional relationships with foundation program officers and other funder contacts through clear, proactive, and strategic communication.
Monitor and track the progress of funded projects in collaboration with program managers to ensure that grant objectives, activities, and deliverables are being met on schedule and within budget.
Organize and maintain comprehensive and accessible electronic and physical files for all grant-related documentation, including proposals, award letters, contracts, reports, and correspondence.
Draft and prepare tailored acknowledgement letters and other stewardship communications for grant-making organizations to foster strong, long-term institutional partnerships.
Stay current on emerging trends in philanthropy, grant funding opportunities, and best practices in non-profit development and institutional giving.
Support the Director of Development or Grant Manager in creating strategic plans for institutional giving and contributing to the achievement of annual fundraising goals.
Conduct thorough prospect research using specialized tools like Foundation Directory Online, GrantStation, or other databases to build and enrich a robust pipeline of potential funders.
Review and edit grant proposals and reports written by other team members to ensure clarity, consistency, brand alignment, and a high standard of quality before submission.
Schedule and facilitate internal grant-related meetings, including kick-off meetings for new awards and regular check-ins for ongoing projects, to ensure all stakeholders are aligned.
Translate complex programmatic information, evaluation data, and statistical outcomes into accessible, compelling narratives that resonate with diverse funder audiences.
Assist with the planning and execution of donor stewardship events and funder site visits for foundation and corporate partners, preparing briefings and materials as needed.

Secondary Functions

Support ad-hoc data requests and exploratory data analysis to inform program strategy and development efforts.
Contribute to the organization's storytelling efforts by sourcing and sharing compelling data, anecdotes, and outcomes from funded programs for use in marketing and communications materials.
Collaborate with business units, particularly Programs and Finance, to translate data needs into clear reporting frameworks for both internal monitoring and external funder requirements.
Participate in departmental, cross-functional, and strategic planning meetings to provide insight on funding landscapes and opportunities.

Required Skills & Competencies

Hard Skills (Technical)

Grant Writing & Proposal Development: Proven ability to write clear, structured, and persuasive grant proposals and reports.
Prospect Research: Expertise in using research tools like Foundation Directory Online, GrantStation, and GuideStar to identify and vet potential funders.
Grant Management Software: Familiarity with platforms such as Fluxx, Foundant, or similar systems is highly desirable.
CRM Database Management: Proficiency in managing data and workflows in CRMs like Salesforce, Raiser's Edge, or EveryAction.
Budget Development: Ability to create and analyze project budgets and prepare clear budget narratives.
Federal Grant Systems: Experience with or knowledge of federal portals like Grants.gov and SAM.gov is a significant plus.
Microsoft Office Suite: Advanced proficiency in Word, Excel, PowerPoint, and Outlook for document creation, data management, and communication.
Project Management: Skills in planning, executing, and tracking projects from conception to completion.

Soft Skills

Exceptional Written & Verbal Communication: The ability to articulate complex ideas clearly and professionally to diverse internal and external audiences.
Meticulous Attention to Detail: A commitment to accuracy and precision in all aspects of work, from proofreading text to verifying budget figures.
Superior Organizational & Time Management: Demonstrated ability to manage a high volume of work and competing deadlines effectively.
Deadline-Driven & Proactive: A self-starter who can work independently and anticipate needs to ensure all deadlines are met without exception.
Collaborative & Team-Oriented: A natural ability to work effectively with colleagues across different departments to achieve shared goals.
Problem-Solving & Critical Thinking: The capacity to navigate challenges, think strategically, and find creative solutions.
Relationship Building: Strong interpersonal skills for cultivating and maintaining positive relationships with funders and internal stakeholders.
Compelling Storytelling: The skill to weave data and human impact stories into a powerful narrative that inspires investment.

Education & Experience

Educational Background

Minimum Education:

Bachelor's Degree

Preferred Education:

Master's Degree in a relevant field or a professional certificate in grant writing or nonprofit management.

Relevant Fields of Study:

English, Communications, Journalism
Public Administration, Non-Profit Management
Social Sciences, Public Health, or a field related to the organization's mission

Experience Requirements

Typical Experience Range:

2-4 years of direct experience in grant writing, grant coordination, or a closely related development/fundraising role within a non-profit setting.

Preferred:

A proven track record of securing grants from a mix of foundation, corporate, and government sources.
Experience managing the full lifecycle of a diverse grant portfolio.
Grant Professional Certified (GPC) credential is a strong asset.