Grants Coordinator

The Allen Institute for Artificial Intelligence • Seattle, WA

10h • $70,500 - $106,000 • Onsite

About The Position

The Grants Coordinator is the operational backbone of the grants administration function at Ai2. You'll work directly with the Director of Grants Administration across the full grants administration lifecycle, managing reporting and compliance tasks on the back end, so the Director can focus on strategy, funder relationships, and compliance oversight. You will support federal award operations from day one under Director oversight and are expected to assume primary operational ownership within six months of onboarding. This role is a strong fit for someone who wants to build deep expertise in research grants administration at a mission-driven organization, with a clear path toward increased responsibility as the portfolio and team grow.

Requirements

• 3–5 years of experience in grants administration, research administration, project management, program coordination, or a closely related field
• Experience supporting federal grants, cooperative agreements, or contracts, including familiarity with post-award documentation standards and reporting requirements
• Strong organizational skills and demonstrated ability to manage multiple deadlines simultaneously
• Strong attention to detail in document preparation, record-keeping, and version control
• Experience with federal grants systems (SAM.gov, Grants.gov, or similar)
• Proficiency in Google Workspace; comfort working in project tracking and document management tools
• Clear, professional written communication

Nice To Haves

• Bachelor's degree or relevant certifications
• Experience supporting NSF award administration or other federal cooperative agreements
• Familiarity with 2 CFR 200 (Uniform Guidance) and federal cost principles
• Experience with a grants management system
• Experience in a nonprofit, university, or research institute setting
• Interest in pursuing grants administration certifications (CRA, CGMS) - professional development support is available

Responsibilities

• Manage institutional registrations and system accounts required for federal submissions (SAM.gov, Grants.gov, Research.gov, and similar portals)
• Route legal documents through CLM for Legal review
• Maintain the grants calendar, tracking reporting due dates, award end dates, prior approval deadlines, and renewal windows
• Schedule and prepare materials for Grant Award Kickoff meetings
• Track reporting and compliance deadlines across the active award portfolio; draft progress reports for active awards for Director review and submission
• Maintain award files and documentation in the grants management system (GMS); ensure records are complete, current, and audit-ready
• Support subaward administration: collect required documentation, track milestones and invoices, and coordinate with subrecipient contacts
• Collaborate with Finance to monitor award budgets; flag variances and help prepare budget modification requests
• Assist with closeout tasks including final reports, equipment dispositions, and file archiving
• Conduct regular monitoring reviews of subrecipient performance reports; collect required documentation and coordinate with subrecipient contacts
• Review subrecipient invoices and coordinate processing with Finance
• Track expenditures across active awards; flag first-pass budget variances for Director review
• Prepare budget modification documentation and route for Director approval
• Facilitate subrecipient closeout; establish and maintain records retention files
• Support day-to-day federal award operations from date of hire under Director oversight, with expectation of assuming primary operational responsibility within six months of onboarding
• Own meeting scheduling, agenda preparation, and action item tracking for internal meetings
• Maintain the Project Execution Plan and governing documents, including document filing, version control, and change control log maintenance in collaboration with the Project Manager
• Support reporting preparation, data compilation, and submission logistics for required reports to NSF and organizational oversight entities
• Maintain document control across workstreams; keep project files organized and audit-ready consistent with NSF award requirements
• Serve as GMS power-user and administration lead; support GMS implementation and rollout planned for 2026/2027 and maintain ongoing system administration
• Help document and refine administrative workflows and SOPs as the function matures
• Identify opportunities to use AI tools to reduce manual effort in routine administrative tasks

Benefits

• Medical, dental, vision, and an employee assistance program
• Health savings account plan
• Healthcare reimbursement arrangement plan
• Health care and dependent care flexible spending account plans
• Company’s 401k plan
• $125 per month to assist with commuting or internet expenses
• $200 per month for fitness and wellbeing expenses
• Up to ten sick days per year
• Up to seven personal days per year
• Up to 20 vacation days per year
• Twelve paid holidays throughout the calendar year
• Annual bonuses
• Long-term incentive plan

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED