Grants Administration Specialist

American Council on Education•Washington, DC

2d•Hybrid

About The Position

The Grants Administration Specialist supports ACE's fundraising and grant management activities by coordinating administrative processes, maintaining accurate grant records, and tracking deadlines, payments, and reporting requirements across the full grant lifecycle. Working closely with the Advancement team and colleagues across the organization, this position assists with preparing grant proposals and reports, researches new funding opportunities, and supports financial tracking and reporting so that grant activities are organized, accurate, and completed on time. This is a hybrid position based in Washington, DC. Staff work on-site at ACE's One Dupont Circle NW office three days per week (Tuesday through Thursday), with remote work on Mondays and Fridays.

Requirements

One of the following education and relevant professional experience combinations: a high school diploma or GED and at least four years; an associate degree and at least three years; or a bachelor's degree and at least two years.
Relevant experience in grants administration, fundraising operations, database management, prospect research, or closely related administrative functions.
Experience using CRM systems, relational databases, or comparable information management platforms to maintain records, track activities, and support reporting.
Proficiency with Microsoft Office applications, particularly Excel, and experience using collaborative document management tools.
Strong organizational and time management skills, including the ability to manage competing priorities, maintain accurate records, and meet established deadlines.
Effective written and verbal communication skills, including experience preparing, proofreading, and editing professional correspondence, reports, or related documentation.
Ability to conduct research, organize information, and prepare clear and accurate summaries.
Strong attention to detail, analytical thinking, and problem-solving skills.
Ability to work independently, use sound judgment and discretion to prioritize work and resolve issues, and collaborate effectively with colleagues across departments.
Ability and willingness to learn and use organizational technology, including approved AI-supported tools, in accordance with established policies.

Nice To Haves

Experience supporting grant proposal preparation, grant reporting, or other aspects of the grant administration lifecycle.
Familiarity with grant budgets, financial tracking, or financial reporting systems.
Experience conducting prospect research or identifying potential funding opportunities.
Experience with SharePoint or similar collaborative information management platforms.
Experience working in nonprofit organizations, higher education institutions, or membership associations.
Familiarity with fundraising and development operations.

Responsibilities

Coordinate administrative tasks for onboarding new grants and closing out completed grant projects.
Assist with the preparation, review, and submission of grant proposals, reports, and supporting documentation.
Monitor and report on active grants, including expenditures, payments, extensions, and reporting requirements.
Track grant reporting deadlines and communicate them to relevant departments and stakeholders.
Track grant-related correspondence and documentation in ACE's customer relationship management (CRM) system.
Draft correspondence to funders and communicate with foundation grant administrators to clarify reporting guidelines and resolve administrative questions.
Research prospective funding opportunities from foundations, government agencies, corporations, and other relevant sources.
Prepare written profiles of prospective funders to support fundraising and programmatic activities.
Maintain prospect research records in the Advancement CRM and SharePoint.
Monitor external funding announcements and grant-funded initiatives, and share relevant findings with the Grants Manager and Chief Advancement Officer.
Maintain cultivation activity, organizational contacts, and grant-related information in the Advancement CRM.
Create CRM listings to ensure grant-related data integrity and monitor administrative deliverables.
Maintain information and resources on Advancement's internal SharePoint pages.
Gather and organize data to support departmental planning, reporting, and strategic initiatives.
Recommend improvements to grant-related administrative procedures, data accuracy, and recordkeeping practices.
Generate grant invoices in the CRM and maintain current and historical records of grant payments and invoicing.
Assist with monitoring grant expenditures and budget reports using organizational reporting systems.
Collaborate with relevant departments to support accurate and timely financial tracking and reporting.
Respond to internal inquiries regarding grant administration processes, reporting requirements, and funder policies.
Support communication and implementation of Advancement policies and procedures across the organization.
Participate in special projects and perform other related duties as assigned.