Description

Position Summary

The Grants Financial and Administrative Coordinator supports the Library’s mission by managing the full lifecycle of grants—from proposal development to final reporting—while ensuring financial accountability, compliance with funding requirements, and effective donor stewardship. This role combines financial management expertise, technical software proficiency, and strong communication skills to strengthen the Library’s capacity to secure, administer, and report on grant funding.

Key Responsibilities

Grants Management & Compliance

Serve as the primary liaison for all grant-related activities across departments (Archives & Special Collections, Collection Management, Executive Leadership, Finance, and HR).

Coordinate and monitor grant-funded program activity to ensure financial and programmatic compliance.

Maintain a comprehensive grants calendar, tracking deadlines, reporting requirements, and renewal cycles.

Ensure accurate coding and timely processing of grant expenditures.

Support Finance in developing budgets, tracking expenditures, and preparing financial reports.

Interpret and apply federal, state, local, and private foundation grant regulations and guidelines.

Prepare and submit timely interim and final financial and narrative reports to funders.

Ensure all grant documentation and records meet internal and external audit standards.

Monitor sub recipients and vendors for compliance when applicable.

Proposal Development & Research

Research and identify new funding opportunities from foundations, corporations, and government agencies.

Write, prepare, and submit high-quality grant proposals in collaboration with department/grant managers.

Attend webinars and trainings to stay informed on funding trends and brief stakeholders accordingly.

Administrative & Operational Support

Schedule and facilitate cross-functional meetings during all grant phases.

Maintain organized records of grant applications, proposals, budgets, financial reports and other related documentation.

Manage grant-related portals (e.g. Grant sponsors, Grants.gov, SAM.gov, etc.) ensuring access credentials are current for submission of financial reports, narratives and other required documents.

Capacity Building & Strategic Support

Train staff on grant writing and management best practices.

Provide recommendations to leadership on grant management process improvements.

Assist with audits and ensure data integrity by maintaining accurate records.

Support strategic initiatives across departments related to grants.

Collaboration and Communication

Serve as a liaison between Finance and Program teams to align grant objectives with organizational goals.

Support stewardship by providing accurate and compelling impact data for donors and stakeholders.

Present grant status updates and financial progress to leadership, staff, and Board committees as needed.

Requirements

Knowledge

Federal, state, and private grant regulations and compliance requirements (e.g., OMB Uniform Guidance).

Budget development and financial reporting for nonprofit organizations.

Grant writing and proposal development best practices.

Skills

Strong written and verbal communication skills.

Excellent organizational and project management abilities.

Ability to analyze financial data and prepare reports.

Proficiency in Microsoft Office Suite, especially Excel and Word.

Proficiency in accounting software and donor/CRM platforms.

Familiarity with grant management systems (e.g., Grants.gov, Foundation Directory Online).

Demonstrated ability to manage multiple grants and deadlines simultaneously.

Abilities

Work independently and collaboratively across departments.

Manage multiple projects and deadlines simultaneously.

Maintain confidentiality and handle sensitive information with discretion.

Adapt to changing priorities and funding landscapes.

Recommended Qualifications

Education

Required: Bachelor’s degree in Business Administration, Finance, English, Communication or a related field.

Preferred: Master’s degree or certification in Grants Management or Nonprofit Leadership.

Work Experience

Required: Minimum of 3–5 years of experience in grants administration, nonprofit finance, or related field.

Preferred: Experience working in a library, academic, or cultural institution setting.