Grants Coordinator

VPI•Appleton, WI

About The Position

The Grants Coordinator supports VARC’s grant development and administration throughout the grant lifecycle. The role researches funding opportunities, coordinates and prepares submissions, maintains grant records and calendars, supports award compliance and reporting, and communicates with funding partners. The coordinator works with program leaders, Finance, the Director of Marketing and Development, and organizational leadership, and escalates significant obligations, questions, or risks to the Director. The position also helps identify funding gaps and prospects and represents VARC at grant-related events.

Requirements

Associate or bachelor’s degree in nonprofit management, business, communications, marketing, public administration, public health, English, or a related field preferred; equivalent relevant education and experience may be considered.
Two or more years of relevant experience in grant writing, development, nonprofit administration, communications, project coordination, or a related area preferred.
Strong research, writing, editing, and information-synthesis skills, including the ability to develop clear and persuasive proposals and reports from complex source information.
Strong organization, project coordination, and follow-through, including the ability to manage multiple applications, reports, contributors, records, and deadlines.
Ability to interpret grant guidelines, application requirements, budgets, reporting expectations, award conditions, and supporting documentation, and to appropriately elevate questions, risks, or significant organizational commitments.
Strong attention to accuracy, consistency, confidentiality, and complete recordkeeping.
Ability to work independently and collaborate effectively across departments and with funding partners.

Nice To Haves

Knowledge of budgeting, grant funding, and strategic planning.
Experience with contracts and databases.
Proficiency with Microsoft 365.
Experience with Salesforce, another constituent relationship management system, or a comparable grant or project-tracking system.

Responsibilities

Maintain a strong working knowledge of VARC’s mission, programs, service areas, populations served, strategic priorities, and funding needs.
Research and evaluate government, corporate, foundation, and community funding opportunities aligned with organizational and program priorities.
Review and document eligibility, funding alignment, application requirements, deadlines, restrictions, and reporting expectations; elevate questions, concerns, and significant organizational commitments.
Coordinate and prepare letters of inquiry, applications, proposals, narratives, supporting documentation, and other submission materials.
Maintain templates, organizational information, program descriptions, outcome language, supporting documents, and other grant-development resources.
Establish grant-development timelines, identify contributors, gather programmatic and financial information, communicate responsibilities and deadlines, and coordinate timely, complete submissions.
Maintain the grants calendar and monitor application, award, renewal, reporting, amendment, and closeout deadlines and other milestones.
Coordinate award documentation, agreements, amendments, restrictions, deliverables, reporting schedules, and closeout requirements; elevate match requirements, staffing commitments, sustainability concerns, compliance risks, and other significant obligations to the Director.
Work with program leaders and Finance to monitor grant-supported activities, verified expenditures, outcomes, deliverables, and compliance with proposals and award conditions.
Maintain complete and accurate grant records in Salesforce and approved document repositories to support continuity, accountability, organizational reporting, and audit readiness.
Prepare and coordinate interim, final, and impact reports using verified information provided by internal partners.
Maintain professional and responsive communication with foundations, government agencies, corporate funders, and other funding partners throughout the grant lifecycle.
Maintain current funder profiles, contact information, funding interests, application history, award information, and communication records.
Coordinate routine funder correspondence, acknowledgments, requested documentation, application follow-up, and reporting communication.
Support cultivation and stewardship of funding relationships with the Director of Marketing and Development and organizational leadership.
Provide updates on the grant pipeline, applications, awards, deadlines, reporting requirements, and funding trends.
Help identify funding gaps, emerging opportunities, and grant prospects supporting VARC’s programs, services, and strategic growth.
Represent VARC at grant award ceremonies, check presentations, funder events, community gatherings, and other grant-related engagements; communicate professionally about the organization’s mission, programs, services, and community impact.
Accept other duties consistent with the purpose and level of the position.