Grants & Contracts Coordinator

Hively•Pleasanton, CA

1d•$69,000 - $75,000•Onsite

About The Position

Hively is seeking an experienced and detail-oriented Grants & Contracts Coordinator to join their team. This role is critical in managing the full lifecycle of grants and contracts, ensuring compliance, effective reporting, and timely submissions across multiple funding streams. The position offers the opportunity to work in a dynamic environment, supporting the organization’s mission by managing funds from private foundations, government agencies, corporations, and other philanthropic sources. Hively is a growing nonprofit organization with an annual budget of $70 million and a diverse portfolio of complex contracts and funding sources.

Requirements

At least 3-5 years of experience in grant management, preferably in a nonprofit setting, managing multiple and diverse funding sources such as government grants, private foundations, corporate sponsorships, and other philanthropic sources
Demonstrated experience in budgeting and financial reporting, including the preparation of detailed grant reports and financial documents
Experience working with complex compliance requirements, including government contracts, and familiarity with federal regulations (OMB Circulars, 2 CFR 200) and other grant guidelines
Strong knowledge of grant management processes, including proposal writing, compliance monitoring, and financial reporting
Excellent written and verbal communication skills with the ability to effectively communicate with funders, program staff, and leadership
Proficiency in Google Suite and very comfortable with learning new technology
Detail-oriented with strong organizational skills and the ability to manage multiple priorities and deadlines simultaneously
Strong analytical skills with the ability to interpret complex financial data and ensure compliance with funding requirements
Highly organized and proactive with the ability to work independently and collaboratively within a team
Results-driven with a focus on accuracy, timeliness, and compliance
Strong problem-solving abilities and the ability to navigate complex issues with funders and internal stakeholders
A passion for the mission of the organization and a commitment to making a meaningful impact through effective grants management
Applicants must be authorized to work for any employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.

Nice To Haves

Bachelor’s degree in Nonprofit Management, Finance, Business Administration, Public Administration, or a related field is preferred
Certification in grant management (e.g., Certified Grants Management Specialist - CGMS) is a plus but not required
Experience with grant management software or databases (e.g., Foundant, Fluxx, Salesforce, etc.) and financial software (e.g. Intacct, MIP, Quickbooks)

Responsibilities

Support the entire grant and contract lifecycle, including preparation, submission, administration, and reporting.
Ensure that all funding agreements are implemented per funder requirements, organizational policies, and industry standards.
Assist in the preparation and submission of competitive grant proposals, including the development of budgets and narratives.
Work with cross-functional teams, such as Program Directors and Finance, to ensure that proposals align with programmatic goals and organizational needs.
Monitor grant compliance, including adherence to specific terms and conditions, expenditure guidelines, and regulatory requirements (federal, state, and private sector).
Manage the deadlines for required reports, keeping Program and other teams on track to complete applicable sections.
Prepare accurate and timely financial and narrative reports for funders, ensuring all deadlines are met.
Foster positive relationships, ensuring effective communication with funding partners.
Address funder inquiries and work to resolve any issues related to reporting, compliance, or program implementation.
Maintain accurate records of all grant-related documents, including applications, award letters, contracts, correspondence, and compliance reports.
Develop or implement grant management software or spreadsheets to track key data points, such as funding cycles, deadlines, and financial allocations.
Work closely with program staff, finance, and senior leadership to ensure the timely and accurate use of grant funds.
Assist in monitoring the financial status of grants and contracts to ensure that the organization stays within budget and adheres to financial guidelines.
Support internal and external audit processes by providing required documentation related to grant funds and expenditures.
Prepare for financial and programmatic audits by ensuring that all records are complete and compliant with funding requirements.
Assist in training program staff and others within the organization on grant management policies and procedures, including best practices for compliance, reporting, and fund stewardship.
Other projects or work as assigned.