Grants & Finance Operations Specialist

John E. Fetzer Institute • Kalamazoo, MI

1d • Hybrid

About The Position

The Grants & Finance Operations Specialist brings accuracy, consistency, and thoughtful coordination to the systems and processes supporting Fetzer Institute’s financial and grantmaking operations. Working across Finance and Program, this role helps grants move through each stage of the funding lifecycle and ensures related information, documentation, and processes are accurate, organized, and reliable. The Specialist also serves as an approachable, solutions-oriented resource to colleagues navigating Finance processes.

This onsite position is based in Kalamazoo, Michigan, with flexibility for hybrid work. The position pays $36.80 per hour and is eligible for a benefits package that includes medical, dental, vision, and prescription coverage; a 401(k) plan; generous paid time off; and a wellness package supporting physical, emotional, and overall well-being.

The role includes grant lifecycle administration and data reporting; administration of finance systems, vendors, corporate cards, travel coordination, and employee billing; maintenance of Finance workflows, procedures, and intranet content; distribution of financial information; and audit support. Staff are expected to nurture their inner life, pursue continual learning, and be active in the community. The role includes attending weekly Tuesday morning Community of Freedom Gatherings from 9:00 a.m. to 12:00 p.m. EDT. Daily meditation from 2:00 p.m. to 2:20 p.m. EDT is optional. Independently directed professional and spiritual development is built into the work plan.

Requirements

• A degree in Finance, Business Administration, Nonprofit Management, or a related field, or an equivalent combination of education and experience.
• Three to five years of experience in finance operations, grants administration, or a related role.
• Working knowledge of the grant or funding lifecycle, including due diligence, budgets, payment schedules, and compliance documentation.
• Experience working in a CRM, ERP, or grants management database.
• Strong attention to detail and organizational skills, with the ability to manage recurring deadlines.
• Clear written communication skills and experience training others on processes or systems.
• A service orientation and patient, approachable communication style, with the ability to follow up persistently and respectfully.
• Sound judgment and discretion in handling confidential financial and partner information.

Nice To Haves

• Experience in a foundation or nonprofit setting.
• Microsoft Dynamics 365 experience.

Responsibilities

• Coordinate proposal intake, due diligence, and approval routing, ensuring required documentation and approvals are complete.
• Establish project budgets and payment schedules in the grants database in accordance with approved agreements.
• Maintain records of funding allocations and adjustments, verify approvals, and identify discrepancies.
• Verify milestone completion against agreement terms before payments are released for processing.
• Monitor grant requirements and deadlines and follow up with Program staff regarding outstanding deliverables.
• Manage project close-out and records retention in accordance with Institute policy.
• Maintain accurate grants data and produce routine and ad hoc reports.
• Support reconciliation of grants data with the general ledger.
• Provide staff training and guidance on grants processes and systems.
• Administer the corporate credit card program, including card issuance, changes, and statement distribution.
• Administer Concur user access and approval permissions and support staff use of the system.
• Establish and maintain vendor records in accordance with internal controls.
• Serve as the Finance liaison with the Institute’s travel management company.
• Prepare and track employee billing invoices through collection.
• Maintain the Finance team’s workflow tools, procedures, and process documentation.
• Maintain Finance forms and content on the Institute’s intranet (EARL).
• Identify opportunities to improve Finance processes and support testing and rollout of system changes.
• Distribute financial statements and Finance reports to leadership and budget holders on a consistent schedule.
• Respond to requests for standard Finance documents and maintain an organized document library.
• Support the annual audit by gathering and organizing requested documentation.
• Attend the Tuesday morning Community of Freedom Gatherings from 9:00 a.m. to 12:00 p.m. EDT each week.

Benefits

• Medical coverage
• Dental coverage
• Vision coverage
• Prescription coverage
• 401(k) plan
• Generous paid time off
• Wellness package supporting physical, emotional, and overall well-being
• Independently directed professional and spiritual development built into the work plan

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level