Grants Administration Coordinator

Foodlink Inc • City of Rochester, NY

9h • $22 - $25

About The Position

Foodlink is seeking a highly motivated, detail-oriented, and organized individual to provide administrative support for an expanding portfolio of private and public grants. The Grants Administration Coordinator is responsible for assisting with prospect research, coordinating the preparation of grant applications, and supporting post-award processes, including recordkeeping and reporting. Strong organizational skills, attention to detail, and the ability to collaborate across departments are essential for this position, as are discretion, judgment, and a commitment to Foodlink’s mission.

Requirements

• High school diploma or equivalent required; college degree in nonprofit management, business, or related field preferred.
• At least 1-2 years of experience in grants administration, nonprofit development, or a related field; or equivalent -combination of education and experience.
• Required: exceptional organizational skills; strong attention to detail; ability to manage multiple deadlines; excellent interpersonal and communication skills; proficiency in Microsoft Office (Word, Excel, Outlook, Teams) and comfort with online grant portals.
• Ability to collect and synthesize program data for reporting and ensure compliance with funder requirements.
• High level of discretion and professionalism in handling sensitive information.
• Flexibility to assist with occasional evening/weekend events and cross-departmental projects.
• Comfort with collaborating across teams and responding to inquiries with confidence.
• Self-motivated team player with strong time management skills and ability to follow work plans and meet deadlines.
• Passion for Foodlink’s mission and commitment to its core values.

Nice To Haves

• Experience with CRM/database systems (Humanitru or similar) and document management platforms (SharePoint) preferred.

Responsibilities

• Utilize online databases/websites to research grant opportunities (foundations, government, corporations, etc.) and new sources of support.
• Create detailed profiles on prospective private/corporate funders, including mission, priorities, and giving history.
• Review and summarize Requests for Proposals (RFPs) for public grant opportunities, highlighting key requirements, deadlines, and eligibility criteria for the team.
• Conduct initial vetting of opportunities by carefully reviewing funding opportunities for eligibility and organizational alignment.
• Coordinate staff grant planning meetings with Development, Finance, and Program teams.
• Manage the administrative process for grant applications, including downloading and formatting applications into Word, organizing required supporting documents, uploading materials into grant portals, and tracking deadlines.
• Oversee grant processing workflows and maintain accurate records throughout the grant lifecycle, including completing required documentation, managing contracts and files, and tracking grants requested and received in SharePoint and Foodlink’s CRM system (Humanitru).
• Collaborate with staff to ensure proper crediting of funders in published materials.
• Schedule and assist with grant implementation plan meetings to align Development, Finance, Programs, and Leadership on the purpose, deliverables, budget, and timeline of grants, ensuring all stakeholders share a clear understanding and expectations.
• Prepare appropriate grant acknowledgment correspondence and oversee donor recognition process.
• Support the preparation of grant award summaries for circulation to relevant staff.
• Collect and synthesize program and project data from internal teams to prepare accurate, timely reports for funders, ensuring compliance with grant requirements and clear communication of outcomes.
• Analyze pending or anticipated grants and manage grant lists for current and prior fiscal years.
• Assist with development and fundraising activities, including providing logistical and administrative support for events, campaigns, and donor engagement initiatives.
• Collaborate with other departments as needed to ensure smooth execution of cross-functional projects that advance Foodlink’s mission.
• Stay informed of all organizational activities for the purpose of grant reporting and communication with funders.
• Completes all other tasks as assigned by the Development Manager.

Benefits

• Foodlink covers 100% of individual health and dental insurance with the ability to acquire family coverage with pretax dollars.
• In addition to generous paid time off (PTO), we observe 14 paid holidays throughout the year.
• Opportunity to contribute to a 401k retirement savings plan upon hire.
• Eligible for generous employer match after 1 year of service.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 101-250 employees