Board and Grants Coordinator

Adopt-a-Family of the Palm Beaches•Lake Worth, FL

About The Position

The Board and Grants Coordinator plays a key role in supporting the operational and strategic functions of the organization. Reporting to the Director of Administration, this position focuses heavily on grant administration, board coordination, and executive-level support. The ideal candidate is a strong writer, highly organized, tech-savvy, and comfortable working across departments and with diverse stakeholders including clients, elected officials, board members, and staff.

Requirements

Bachelor’s Degree preferred; equivalent experience through professional work, training, or certifications will be considered
Three (3) years of administrative experience supporting teams of three (3) or more people
Intermediate to Advanced Microsoft Word, Excel, PowerPoint, and Outlook skills
Ability to learn new software quickly
Ability to use standard office equipment
Strong writing and proofreading skills; writing samples or tests may be required
Excellent communication skills
Ability to interact effectively with people of all social, economic, and cultural backgrounds
Willingness and ability to present on behalf of the agency
Excellent organizational and time management skills
Ability to anticipate need, think critically, and offer solutions to problems
Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround
Ability to start and finish tasks with minimal supervision
Ability to work independently, as well as with a team
Ability to adapt to change
Ability to use a high degree of tact, diplomacy, and discretion in dealing with sensitive and confidential situations and information
Ability to anticipate need, think critically, and offer solutions to problems with a high level of professionalism and confidentiality
Ability to work outside of regular business hours when needed, in evening and occasional weekends

Nice To Haves

Nonprofit, grant writing, and/or board level experience a plus

Responsibilities

Executive & Board Support
Lead and/or oversee all board-related activities, including scheduling board and subcommittee meetings, and preparing and proofreading meeting materials (e.g., emails, memos)
Provide logistical and administrative support for board and subcommittee meetings, including preparation of materials, tracking, and recording board member attendance and participation, and accurate minute-taking.
Support senior management with special projects aligned to the organization’s mission and strategic goals
Draft and refine board communications, letters of recommendation or support, organizational policies, and procedural documents.
Maintain and update the Board Manual and ensure accessibility and accuracy of all board-related documentation.
Manage the organization’s repository of board records, including bylaws, mission statement, vision and values, and strategic plan; coordinate regular reviews and updates.
Actively participate in the strategic planning process
Grant Coordination & Support
Collaborate with program and development teams to draft, proofread, and submit grant reports
Assist with grant proposal process as needed
Support departments with interpreting regulatory statutes and ensuring audit and grant compliance
Draft update letters to funders using program data
Submit grant documents via mail or digital platforms as needed
Agency Operations & Stakeholder Coordination
Assist with legal and operational requests (e.g., subpoenas, request for clients’ records)
Provide quality assurance support across all AAF locations and respective programs
Serve as a resource for cross-departmental coordination and operational efficiency
Help plan and execute meetings, events, and team building activities
Communicate with clients, elected officials, board members, agency supporters, and staff
Travel to post office, DMV, bank, and other institutions as needed
Copy and file documents
Invest in building long-lasting relationships both externally and internally
Other duties as assigned to support organizational needs
Training and Development
Participate actively in all agency staff meetings, team meetings, and collaborative projects to support organizational goals and build professional skills
Understand and follow clearly defined roles, responsibilities, and performance expectations to contribute effectively to departmental success
Take initiative in learning new tasks and responsibilities that support team operations and build confidence in independent work
Seek out opportunities for coaching, mentorship, and constructive feedback to support personal growth and career development
Participate in professional development opportunities such as webinars, certifications, or cross-training within the organization