Development and Administrative Coordinator

A.M. Crawford, Inc.•Gainesville, FL

8d•Hybrid

About The Position

A.M. Crawford, Inc. (AMC) is hiring a full-time, non-exempt Development and Administrative Coordinator (DAC) to support its Workforce Development Fundraising team. The role combines administrative operations, client-facing fundraising support, project coordination, and organizational knowledge management. The DAC supports AMC leadership and consultants in developing and submitting grant proposals for workforce development clients, primarily union skilled trades apprenticeship training programs, and helps manage a pipeline of funder solicitations and requests for proposals. The position is based in Gainesville, Florida, and is hybrid, with four days per week in the office stated as the location arrangement. The listed schedule is Monday through Friday, 8:30 a.m. to 5:00 p.m., with three or more office days per week and up to two remote days as approved; additional in-office or remote days may be required depending on project or organizational needs. The salary is $26.38 per hour and is non-negotiable under AMC’s Pay Equity Policy. The position reports to the Lead Consultant. The DAC assists with proposal development, research, document review and selected writing, grant application tracking, client reports, and grant management deliverables. The role also coordinates office services and communications, meetings, calendars, files, and information systems. The DAC contributes to the capture and organization of institutional knowledge, including documentation, transcripts, research materials, and internal resources, and experiments with AI and digital productivity tools to improve workflows and internal learning systems. AMC seeks someone with strong organizational skills, attention to detail, professional communication, research ability, and the capacity to learn grant-writing systems and requirements quickly. Foundational knowledge of grant development, donor relations, and institutional fundraising is relevant. Prior experience in nonprofit fundraising or federal grants and contracts business development is preferred but not required; familiarity with the proposal lifecycle, nonprofit fundraising databases, and federal awards management is highly preferred. Skilled-trades experience is not required, but interest in apprenticeship and union training programs is expected. The role may involve limited travel and occasional evening or weekend work. The DAC is evaluated on performance of assigned responsibilities, client and employee satisfaction, and progress toward annual performance goals. AMC describes its mission as supporting nonprofit success and identifies its values as Growth; Integrity and Respect; Value Awareness; Excellence; and Spirited, Collective Effort.

Requirements

Strong organizational and administrative skills, including managing multiple tasks, prioritizing work, and meeting deadlines.
Attention to detail and the ability to learn grant-writing systems and requirements quickly.
Foundational understanding of grants development, including grant writing, donor relations, and institutional fundraising.
Clear, professional written and verbal communication skills and strong interpersonal abilities.
Ability to plan, execute, and monitor tasks and projects to successful completion while ensuring deadlines and requirements are met.
Strong research skills and the ability to gather, organize, and synthesize information from varied sources.
Proficiency with Microsoft Office Suite, Google Workspace, ChatGPT, Gemini, and similar tools, and ability to learn new systems quickly.
Curiosity about and adaptability to AI and digital productivity tools.
Interest in learning about apprenticeship and union training programs and belief in their role in building a skilled workforce with equitable, family-sustaining wages.
Professionalism, discretion, adaptability, and ability to maintain confidentiality.
Ability to work with colleagues and clients across multiple U.S. time zones.
Availability for occasional evening or weekend work and limited travel may be required.

Nice To Haves

Prior professional experience in nonprofit fundraising or in a federal grants and contracts business development role.
Familiarity with the proposal lifecycle, from opportunity identification through post-submission management.
Familiarity with nonprofit fundraising databases such as Candid and Instrumentl.
Familiarity with federal awards management processes, including those involving USAID, the Department of Labor, and other agencies.
Experience with systems such as NotebookLM, Asana, Harvest, Candid, Salesforce, and Instrumentl.

Responsibilities

Manage deadline calendars and schedule tasks associated with client deliverables and internal workflows.
Coordinate client and internal meetings, including preparing materials, gathering information, taking notes or minutes as needed, and tracking follow-up actions.
Perform general office and administrative duties, communicate professionally, organize and respond to information requests, and order office supplies.
Manage email and instant-message correspondence by organizing, prioritizing, and responding to incoming communications.
Maintain organized paper and electronic filing systems and keep records accurate, accessible, and up to date across platforms such as Google Drive.
Track hours and projects accurately in Asana and Harvest in accordance with company policies.
Communicate professionally with the CEO, COO, staff, consultants, and clients as needed.
Maintain confidentiality of client and company information.
Assist in preparing grant proposals and ensure accuracy, completeness, and adherence to funder guidelines.
Track grant applications, including deadlines, requirements, submissions, reporting obligations, and outcomes.
Proofread, format, and prepare professional documents and proposals using Microsoft Office, Google Workspace, and other relevant platforms.
Research and identify potential funding opportunities, including foundation grants and other institutional sources, in collaboration with AMC staff.
Research and maintain information from foundation and grant databases to support client fundraising strategies and proposal development.
Support knowledge management by documenting, organizing, and making key information, processes, and institutional knowledge accessible.
Organize, label, and maintain meeting recordings and transcripts, research libraries, reference materials, internal documentation, and repositories or workspaces such as NotebookLM.
Set up, maintain, and refine custom GPTs and other AI-enabled knowledge systems used by the team.
Experiment with AI and automation tools such as ChatGPT, Gemini, and NotebookLM to improve administrative workflows, documentation, research, and internal efficiency.
Suggest ways AI and digital tools can support fundraising, operations, and internal learning, and assist with testing and implementing approved improvements.
Provide clerical, project coordination, and administrative support as needed.
Perform other duties as determined by the supervisor.