What Does A Grant Writer Do?

WHAT DOES A GRANT WRITER DO?

Published: Apr 26, 2025 – The Grants Writer develops a comprehensive understanding of faculty research interests and funding opportunities through outreach, targeted distribution, and in-depth funding analysis. This position supports faculty by advising on proposal fit, drafting non-scientific proposal components, editing submissions, and ensuring compliance with agency guidelines. This role manages multiple proposals simultaneously, maintains grant writing resources, prepares newsletter content, and assists in planning and promoting faculty events.

A Review of Professional Skills and Functions for Grant Writer

1. Grant Writer Duties

Narrative Writing: Generate coherent, compelling narrative content for institutional funding submissions that reflects both emergent and ongoing strategies as well as the vision and values, and is in accordance with funding specifications.
Content Generation: Generate complete and comprehensive content for the timely submission and tracking of over 40 values-aligned funding proposals and reports per fiscal year, under the direction of the Co-Director of Development.
Profile Management: Create and maintain profiles and electronic file maintenance of currently active, inactive, and prospective institutional funders and submission materials.
Program Coordination: Partner with program staff to ensure the Development Department has up-to-date programmatic information necessary for grant proposals and reports.
Research Skills: Conduct research to identify new funding opportunities and write/submit Letters of Intent.
Information Collaboration: Collaborate with the Administrative Coordinator’s tracking of grant information and deadlines in paper filing system, CRM and FT’s organizational calendar.
Deadline Management: Ensure all institutional fundraising deadlines are met.
Work Plan Development: Partner with the Co-Director of Development (Institutional Fundraising) to create and update institutional fundraising work plans.
Document Updates: Updates programmatic tracking folders and documents in FT server.
Reporting Skills: Write end-of-the-year briefing of accomplishments for funder partners and major donors along with any quarterly reports needed by the Executive Team.
Organizational Study: Study and understand the history, structure, objectives, programs, and financial needs of the organizations.
Coaching Support: Provides coaching to Grants Manager on Forward Together’s approach to writing including tone and stance of institutional fundraising.
Feedback Review: Reviews and provides feedback to Grant Manager on institutional fundraising writing.
Resource Mobilization: Building an Organizational Culture of Resource Mobilization.

2. Grant Writer Details

Collaboration Skills: Collaborates with the Development Team to build a Culture of Resource Mobilization that is grounded in racial justice.
Leadership Training: Provides leadership and training to staff on resource mobilization, including sharing of best practices and providing tools, information and resources to strengthen fundraising efforts, and providing opportunities for collective education on topics such as money, capitalism, and funding in the nonprofit industrial complex.
Fundraising Support: Works with all staff to support participation and follow through on fundraising activities, including phone banks.
Communication Planning: Plans and oversees internal communication that informs staff of fundraising progress.
Financial Management: Utilizes all financial and 501c3 and 501c4-related management systems.
Expense Reporting: Accurate and on-time reporting of monthly credit card expenses.
Activity Tracking: Accurately tracks and reports c3/c4 activities on timesheets.
Program Integration: Attends regular Hub meetings, keeping informed on programmatic activities and identifying opportunities to integrate fundraising.
Staff Engagement: Actively participates in monthly all-staff meetings and quarterly strategy/evaluation sessions.
Database Management: Maintains and updates contact information in the database for the individuals and organizations that this position works with.
Problem Solving: Utilizes direct communication and proactive problem-solving to address internal organizational challenges and disagreements.
Team Support: Works proactively and in good faith as a member of the staff team to support and strengthen the overall stability and effectiveness of the organization.
Organizational Values: Adheres to organizational values and practices around challenging oppression by exhibiting behaviors indicating inclusion and respect in all facets of the work (programmatic, operational, and interpersonal).
Courageous Practice: Participates in weekly Courageous Practice sessions to the extent of physical ability.
Vendor Management: Vendor and consultant management.

3. Grant Writer Responsibilities

Grant Writing: Work closely with program staff to strategize, design, write, edit and submit grant proposals, letters of inquiry, and grant reports to foundations, corporations, individuals and other organizations.
Proposal Review: In partnership with the development team, check for appropriateness and feasibility of proposal design and budget.
Correspondence Preparation: Write acknowledgment letters and prepare other reports and correspondence to support the development goals.
Funding Research: Works closely with the development team to research and identify funding sources.
Deliverable Tracking: Support the effective recording of grant deliverables, report deadlines, and defined outcomes and indicators for each new grant received.
Writing Support: Support other writing projects including funder reports and briefings.
Staff Assistance: Lends a hand to other staff on a case.
Campaign Reporting: Prepare reports that accurately reflect the performance of all Annual Giving Campaigns.
Donor Engagement: Conduct tours with donors and prospects to increase awareness of the organization’s needs.
Grant Contribution: Contribute to The Food Bank’s grant writing efforts including researching opportunities, writing and submitting grant proposals and all required follow-up activities.
Data Requests: Complete grant data requests and submit to Grants Research and Reporting Specialist and other relevant staff in a timely manner.
Hunger Data: Contribute to the compilation and maintenance of hunger-related material and statistical data, including the compilation of external data from other sources.
Data Accuracy: Work closely with the Grants team and other department teams to ensure data and message accuracy and consistency through all grant applications and reports.
Draft Review: Review draft applications and reports with other writers prior to submission.
Acknowledgment Preparation: Prepare acknowledgments for grants when funds are received.

4. Grant Writer Job Summary

Funding Research: Research potential funding sources appropriate for the organization.
Program Coordination: Coordinate with program departments to assess funding needs and feasibility for potential grants.
Communication Preparation: Prepare all formal written communication with foundations, including Letters of Inquiry, grant proposals, grant reports, and grant award acknowledgment letters.
Calendar Management: Manage the grants calendar and disseminate information about timelines, deliverables, and deadlines to key staff.
Grant Monitoring: Monitor grants and budgets to ensure compliance with fiscal, regulatory, programmatic, and funding agency requirements.
Research Skills: Conduct research to remain up to date on current issues relative to grant proposals and maintain relevant resource files on key topics.
Policy Compliance: Comply with all organization policies, procedures, and regulatory requirements.
Donor Cultivation: Coordinate the cultivation of new grant funders by identifying prospects, working with executive leadership to forge new relationships, and preparing staff for site visits.
Proposal Management: Write, prepare, and submit complex grant proposals, and manage the grants once they are awarded.
Fundraising Oversight: Oversee fundraising appeals and donor-focused publications, including year-end appeals and special reports.
Database Management: Maintain and record information in the donor platform.
Public Awareness: Increase public awareness of the organization by service and in-house editor for newsletters, press releases, social media posts, event sponsorship letters, and donation appeals.
Deadline Management: Meet all deadlines for grants and projects with all departments of The Food Bank.
Record Maintenance: Maintain updated records and files in support of the overall grant program.
Committee Participation: Participate in internal committees and activities.

5. Grant Writer Accountabilities

Opportunity Research: Scan for new funding opportunities to spur the growth of existing services or to support entirely new programs.
Information Analysis: Provide concise information used to determine the benefit of pursuing new opportunities.
Budget Development: Assist in determining the scope and objectives of proposals and developing cost-efficient and feasible budgets.
Proposal Writing: Write high-quality grant proposal narratives, applications, and supporting documents.
Staff Collaboration: Collaborate with staff throughout the agency to inform the grant writing process.
External Engagement: Secure various required attachments, attend bidders conferences and engage potential external partners.
Project Tracking: Track and report project progress and gather feedback from leadership and other staff.
Deadline Management: Ensure that all projects are delivered on time.
Quality Assurance: Ensure quality across all projects.
Issue Reporting: Report and escalate issues to management.
Scope Management: Manage changes to project scope, timeline, and costs.
Outcome Monitoring: Monitor the status and final outcomes of various proposals/projects and report back to agency leadership.
Feedback Collection: Secure feedback from funding sources to help ensure continuous quality improvement.
Program Briefing: Brief the appropriate staff following successful proposals and assist in program start-up efforts.
Certification Support: Assist programs in gaining or maintaining various certifications/designations.
Trend Monitoring: Stay informed of emerging trends in child welfare on a local, state and national level, as well as various research-informed and evidence-based models being used throughout the country.

6. Grant Writer Functions

Proposal Development: Lead grant proposal development/submission to produce effective, funded grant proposals including proactive identification and research of grant opportunities, preparing and organizing materials for proposals, writing and editing proposals, budget preparation, submitting and tracking grant applications.
Funding Research: Support the Grant & Impact Investment Manager in researching and identifying new and relevant funding opportunities.
Relationship Management: Sustain positive relationships and communication with foundations and other funders.
Project Management: Serve as the project manager and lead writer for all grant proposals, including those that require internal cross-departmental or external cross-agency collaboration and coordination.
Public Funding: Serve as the project manager and lead writer for complex public funding proposals, including federal, state, and local municipalities.
Data Organization: Organize and coordinate updated and relevant internal and external data for grant writing purposes.
File Management: Create and maintain organized and accurate files for grants and grant relationships.
Database Management: Update and maintain the grant database (Salesforce or STARS) with complete and accurate information.
Report Generation: Create and disseminate regular reports in CRMs software (Salesforce or STARS) to track grant activity and track progress toward achievement of goals.
Stakeholder Collaboration: Develop relationships and collaborate with key stakeholders.
Mission Adherence: Display adherence to the mission of the organization.
Program Knowledge: Maintain proficient knowledge of the organization’s history and programs.
Strategy Execution: Assist with the execution of the strategy of the organization.
Opportunity Identification: Identifying grant funding opportunities.
Proposal Management: Writing, submitting, and managing grant proposals.

7. Grant Writer Job Description

Grant Research: Identify, research, and analyze likely grantors for CMOM operations, exhibits, programs, events, outreach initiatives, and other museum priorities.
Fundraising Goals: Seek and secure grant awards ranging from $1,000 to $100,000 and above to meet fundraising goals.
Funding Match: Work with the Development Manager and cross-departmentally to match prospective funding sources and respective priorities with the museum's priorities.
Proposal Writing: Draft compelling grant proposal narratives for general operating and restricted grants.
Grant Administration: Write and manage all aspects of grant administration from concept, inquiry, proposal, acknowledgment, and final report, meeting funder guidelines and due dates.
Relationship Stewardship: Maintain and steward positive relationships with past, current, and prospective grantors and donors in conjunction with the Development Manager.
Process Creation: With the Development Manager, create and maintain a grants management process.
Calendar Management: Develop and maintain a grants calendar and a library of financial and museum materials that support requests for funding.
Project Coordination: Work cross-departmentally to ensure grant-funded projects are on track and that obligations are fulfilled within the terms of the grant, including any benefits.
Financial Reporting: Prepare and submit financial reports and ROIs for grantors according to contractual obligations and by the due date.
Acknowledgment Process: Ensure ongoing thank you and gift acknowledgment process in addition to maintaining donor database as a relevant tool for analyses and donor stewardship.
Donor Management: Assist with other donor stewardship and fulfillment, tracking/acknowledgment of gifts, and managing donor accounts and database.
Event Support: Assist with other fundraising events and development campaigns.
Document Support: Furnish prospective funders with supporting documents.
Report Compilation: Collaborate with the Director of Development to compile the annual reports.

8. Grant Writer Overview

Proposal Writing: Write competitive letters of inquiry and grant proposals to local and national foundations and government entities.
Communication Skills: Write grant reports and other communications to supporters.
Team Collaboration: Collaborate closely with program staff and members of the Grants Team.
Program Knowledge: Build and maintain a strong understanding of Ayuda’s programs, services, and strategic plan.
Supporter Relations: Build knowledge about Ayuda’s grant supporters and see these supporters as key partners.
Funding Strategy: Contribute to Ayuda’s strategy to grow the foundation and government grant funding.
Representation: Represent Ayuda at meetings with supporters and potential supporters.
Record Keeping: Maintain records in hard copies and computer databases.
Stress Management: Maintain emotional control under stress.
Funding Research: Conduct research to identify potential public funding sources.
Material Development: Develop materials for grant proposals and complete funding applications.
Document Preparation: Draft and submit letters of inquiry, donor reports, and other fundraising documents.
Proposal Tracking: Track and monitor proposals, deadlines, and requirements.
Deadline Management: Ensure proposals and grant applications are submitted by the deadline(s).

9. Grant Writer Details and Accountabilities

Research Outreach: Develop a strong understanding of faculty research interests across campus through active outreach including face-to-face, zoom, dept. meetings, training workshops, newsletters, and related efforts.
Funding Distribution: Identify and distribute funding opportunities targeted to individual faculty research interests and departments.
Proposal Analysis: Analyze funding announcements and advise faculty on fit and required application components.
Agency Research: Research federal funding agencies and foundations including funding priorities, pay lines, and awards, to advise investigators on funding fit and development of successful proposals.
Federal Knowledge: Develop a strong body of knowledge of key federal funding agencies including NIH, NSF, Department of Education and stay current with agency priorities, initiatives, and changes in funding requirements.
Best Practices: Maintain knowledge of best practices and processes related to proposal development.
Proposal Review: Review proposals to ensure alignment and adherence to agency guidelines.
Proposal Editing: Edit proposals to improve readability with attention to structure, headings, usage, tone, active voice, and visual formatting.
Document Drafting: Draft non-science sections of proposals including facilities, institutional resources, letters of support, memorandums of understanding, and related documents.
Deadline Management: Assist investigators in meeting deadlines through the development of project timelines, proposal writing outlines, assisting with non-science components of applications, looking up information, and connecting faculty to collaborators and other campus resources.
Template Development: Develop templates, boilerplate narrative, and related grant writing resources and tools.
Workflow Management: Manage multiple proposals, organize and prioritize workflow to ensure on-time submissions and excellent service to faculty and staff colleagues.
Newsletter Content: Prepare content for the monthly newsletter including funding opportunities, agency updates, event notices, articles, etc.
Event Planning: Assist in planning and staffing faculty events including designing flyers and promotional and web materials for events.

10. Grant Writer Tasks

Grant Writing: Writing high-quality, persuasive grant proposals and reports for foundation and corporate funders.
Budget Development: Developing grant budgets in concert with the Senior Grants Manager, program staff, and/or the finance team.
Relationship Building: Building strong working relationships with appropriate program staff.
Profile Management: Maintaining comprehensive and up-to-date Raiser’s Edge profiles for institutional organizations.
Project Tracking: Tracking new and completed projects via the Grants Calendar.
Trend Forecasting: Identifying and forecasting trends and preferences in foundation and corporate fundraising.
Funding Research: Researching and identifying new funding sources.
Project Support: Supporting other Development and communications projects.
Grant Management: Prepare, submit and manage grant renewals and new corporate and foundation proposals.
Funding Appeals: Research, develop, and submit federal, state and local government funding appeals.
Opportunity Research: Conduct extensive research for new funding opportunities with a variety of dollar values, from small to large.
Team Participation: Participate in monthly prospecting and accountability team meetings.
Report Preparation: Prepare and submit quarterly, semi-annually and/or annual grant reports to funders.
Tracking System: Prepare and manage a tracking system to effectively identify, track, and report annual grant opportunities and submissions.
Goal Setting: Work with the development team to identify and set annual grant fundraising goals as outlined by annual and campaign budgets.
Fund Development: Assist in developing and implementing annual and long-range fund development plans for the agency, ensuring that the agency’s mission is reflected throughout all efforts.