Grant Operations Administrator

Goodstack•New York State, Massachusetts, Colorado, Delaware, Florida, California, New York State, Massachusetts, Colorado, Delaware, Florida, California

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About The Position

Goodstack is seeking a Grant Operations Administrator to provide essential administrative support for grant applications. This role involves managing grant calendars, extracting application questions from funder portals, compiling materials, and reviewing submissions for accuracy and completeness before final submission. The ideal candidate will have experience in administrative roles such as Proposal or RFP Coordinator, Bid or Tender Administrator, Loan Processing Assistant, Admissions/Intake Coordinator, or Junior Operations Coordinator. Prior grant writing experience is not required, but skills in managing deadlines, navigating web portals, and meticulous review are essential.

Requirements

0–2 years of experience in administrative, operations, or data entry roles. (Recent graduates with strong organizational skills are welcome).
Exceptional precision in data entry, copy-pasting, and proofreading; an eye for spotting formatting errors, broken links, or incomplete fields.
Ability to manage multiple deadlines, maintain calendars, and work proactively to avoid last-minute delays.
Comfort navigating new software platforms, web portals, forms, and cloud-based databases (e.g., Notion, Google Workspace, CRMs).
Strong basic written English skills to ensure submitted applications look clean, professional, and well-structured.

Responsibilities

Create, update, and maintain structured grant calendars for assigned non-profit clients to track upcoming deadlines and submission milestones.
Monitor key internal target dates (e.g., 7-day internal buffer) to ensure writers, admins, and clients stay on track for timely submission.
Access funder portals and application software to extract exact application questions, word limits, formatting rules, and required attachments.
Format extracted questions into standardized templates for Grant Writers to ensure no technical requirements are missed.
Set up client login credentials and basic profile information on external portal platforms.
Input and copy-paste completed, client-approved narrative content into funder portals accurately.
Gather, format, and attach necessary non-profit supporting documents (e.g., financial statements, tax forms, board lists).
Ensure every form field is filled correctly, verifying that no placeholder text, yellow highlights, or missing answers remain.
Conduct final proofreading and formatting checks to verify the application reads coherently and flows logically within the portal UI.
Confirm that narrative answers directly match the corresponding portal fields and adhere strictly to character/word limits.
Raise immediate flags to the team if any technical discrepancies or missing information could delay submission.
Execute the final electronic grant submission once all approvals are cleared.
Record completed submissions, capture confirmation receipts, and update task statuses in AgentPro to trigger automated customer notifications.