What Does A Grants Coordinator Do?

WHAT DOES A GRANTS COORDINATOR DO?

Published: Apr 28, 2025 - The Grants Coordinator researches and identifies potential funders and open grant opportunities while acquiring knowledge of mission, programs, and hunger statistics to develop persuasive proposals. This position drafts, edits, and customizes comprehensive grant applications, reports, and thank-you letters in adherence to RFP requirements. This role provides client support by conducting fieldwork, offering advice, and leveraging networks to identify future tender opportunities.

A Review of Professional Skills and Functions for Grants Coordinator

1. Grants Coordinator Duties

Grants Management: Managing corporate grants programs and client relationships
Grant Planning: Planning, developing, and implementing grant processes to effectively deliver programs to meet deadlines
Process Improvement: Actively seeking to identify, review, and improve service efficiencies and processes
Client Enquiries: Investigating and ensuring the timely response to enquiries from grant clients
Platform Development: Working with IT and third-party vendors to scope, build, and continually develop the grants platform solutions
Grant Training: Providing support and training across all grant programs/platforms, internally and externally
Resource Management: Overseeing the management of the grants administration resources and ensuring we have appropriate resources in place to meet client deadlines
Client Coordination: Coordinating the administrative aspects of existing Good2Give client grants programs
Applicant Support: Overseeing the timely response to grant applicant and recipient enquiries
Grant Validation: Overseeing the validation of grant applications and recipients
Training Coordination: Coordinating and conducting grants validation training
Report Delivery: Ensuring the extraction and delivery of client grants reports
Data Management: Managing client data and updates due to grant application status changes
Issue Resolution: Identifying issues and troubleshooting them in collaboration with the Grants Team on behalf of clients and applicants
Funds Distribution: Actioning relevant client funds distribution requests and coordinating Good2Give Trustee approvals

2. Grants Coordinator Details

Grant Submission: Participate in the overall grant review and submission process to external customers
Cross-department Coordination: Interact with relevant departments to obtain the necessary information to successfully complete grant submissions
Document Development: Develop, review and finalize grant submission sections according to supporters’ grant portal requirements, including grant summaries, letters of intent, etc.
Document Adaptation: Adapt grant documents to meet the requirements of different supporter needs and portals
Grant Reporting: Provide monthly/quarterly grant status updates on active projects in supporter systems (i.e. reporting on overall project status, audience generation strategies, attendance/distribution, etc.)
Submission Tracking: Continuously organize and track PRIME’s pending grant submissions and history spreadsheets
Template Preparation: Assist in the preparation of grant template documents for upcoming grant development needs
Reconciliation Support: Assist in the grant reconciliation process by providing required project deliverables including outcomes reports, participant metrics, and program materials
Opportunity Identification: Identify Request for Proposals (RFPs) or Call for Grant Applications (CGAs) within relevant therapeutic areas
Opportunity Research: Support the Scientific Affairs and Business Development teams in researching potential grant opportunities by reviewing Calls for Proposals by pharmaceutical companies, pharmaceutical pipelines, transparency reports, and grant websites
Payment Processing: Process payment requests for milestone completion related to ongoing projects
Project Summaries: Provide detailed project summaries to Business Development personnel
Partner Research: Identify potential partner collaborations by researching and identifying organizations, societies, associations, and alike to find aligned goals based on project requirements
Partner Coordination: Coordinate partner specifications and requests with internal stakeholders prior to each grant submission
Agenda Preparation: Prepare detailed and accurate agendas and provide supporting documentation to prepare leadership for participation in partnership outreach or update calls
Project Support: Support project plans and timelines such as planning, implementation, and ongoing support of programs

3. Grants Coordinator Responsibilities

Proposal Writing: Writes and submits letters of intent, applications, proposals, and grants for projects and general operations funding for Second Harvest.
Funding Identification: Maintains existing and identifies new sources of viable government funding, foundation, trust, corporate and other institutional prospects to fund the organization’s operations and programs.
Proposal Research: Assists with researching the audience, needed facts, background information, and other required data for proposal development.
Support Materials: Ensures support materials for funding proposals and reports.
Status Updates: Updates program and/or gives status on all funders for quarterly review by the Director of External Affairs.
Database Management: Records all applications and reports in Donor Perfect, and/or any other applicable database.
Final Reports: Develops, writes, and edits well-articulated, accurate final reports to funders of operations and programs.
Proposal Editing: Edits and proofreads texts of grant proposals and applications for adherence to RFP requirements.
Team Collaboration: Works collaboratively with staff on drafting narratives and budgets and seeks relevant team members for review prior to submission.
Data Collection: Communicates and works with Second Harvest External Affairs Team, and inter-departmental teams to gather data and information to write comprehensive proposals, monitor and manage status on active grant programs.
Report Submission: Works interdepartmentally to collect data and information for submission of timely financial and program reports.
Detail Orientation: Highly detail-oriented in managing tracking and reporting systems for grant awards, submittals, and prospects.
Record Maintenance: Maintains accurate government, foundation, trust, corporate, and other institutional records including contact information, grant submission dates, reporting requirements, and any other relevant information.
Funder Communication: Responds to requests from funders in a professional and timely manner.
Event Engagement: Engaged with Second Harvest fundraising events, including but not limited to activities such as Generous Helpings, Holiday Cheer, Hunger

4. Grants Coordinator Job Summary

Grant Coordination: Coordinates the planning and preparation of grant proposals for assigned departments
Regulation Guidance: Provides guidance and assistance in the interpretation of funding agency regulations and requirements
Technical Assistance: Provides guidance and technical assistance to departments and program staff on grants including the research and identification of relevant funding opportunities
Liaison Management: Serves as liaison between program staff and granting agencies and collaborates with Finance Accounting in the budgeting and preparation of grant proposals
Budget Research: Researches agency and tribal requirements, and prepares comprehensive budget justifications
Process Establishment: Establish checklists, tracking systems, etc., to ensure application requirements and deadlines are met in accordance with the granting agency requirements
Data Interpretation: Analyze source materials and accurately interpret data
Application Writing: Write, edit, and finalize funding application narratives
Database Management: Engages with databases to record and track grant documentation and data for statistical analysis
Data Visualization: Reproduces data in charts, graphs, and other formats
Post-award Monitoring: Monitors the administration of post-award grants to ensure that budgeting and administrative policies, procedures, and agency requirements are followed
Grant Management: Manages grant administration issues and/or budget/scope changes during the grant period
Policy Knowledge: Maintains current knowledge of grant policies, regulations, and procedures, disseminates information to assigned departments and program directors
EFT Coordination: Working with the Good2Give Finance Team to initiate EFT grants distribution
Spreadsheet Management: Updating and sharing project/workforce planning spreadsheets

5. Grants Coordinator Accountabilities

Strategy Execution: Work with the Development & Communication Department to carry out strategies and activities that steward, educate and cultivate donors about the mission to Transform Hunger into Hope
Stewardship Activities: Responsible for a variety of donor stewardship activities
Donor Research: Identify and download donor listings and mailing addresses from the database for newsletters, monthly memos, EOY donor letters, annual reports and special appeal mailings
Mailing Lists: Prepare mailing lists, including identifying, researching and removing duplicate profiles
Donor Stewardship: Identify donors/gifts that need stewarding, following donors along the giving continuum
Report Writing: Write and edit well-articulated, accurate and timely updates for grant makers, foundations and major donors
Funder Communication: Respond to requests from funders in a professional and timely manner
Pledge Reminders: Draft pledge reminders, invoices and in-kind donation acknowledgements
Business Development: Helping to identify and qualify new business opportunities for the grants channel
Communication Style: Conducts themselves in a manner that reflects Good2Give’s values and demonstrates a respectful and inclusive communication style when dealing with colleagues and external stakeholders
Work Attendance: Attends work for the hours and times agreed and demonstrates a willingness to be available for additional work where required and feasible
Meeting Participation: Attends and participates in relevant internal and external meetings
Performance Review: Completes and participates in an Annual Performance Review (on employment anniversary)
Policy Compliance: Comply with all federal, state, and company policies, procedures, and regulations

6. Grants Coordinator Functions

Process Development: Develops process for the timely review of proposed Trial Court grant applications and program proposals
Grant Assistance: Provides technical assistance and grant writing expertise to court divisions and offices in the preparation of grant applications and program proposals
Grant Review: Works with the interdepartmental Grants Task Force and supervises the review of all grant applications and program proposals for adherence to funders' fiscal and programmatic requirements
Approval Recommendations: Makes recommendations to supervisors as to approval of applications and proposals
Program Analysis: Supervises the review and analysis of all grant applications and program proposals for adherence to Trial Court stated programmatic objectives
Liaison Role: Serves as liaison to Trial Court administrative offices and commissioner’s offices for grant-related matters
Fiscal Compliance: Supervises the review of all grant applications and program proposals for adherence to Trial Court fiscal and personnel requirements
Staff Coordination: Works closely with Fiscal and Human Resources staff to ensure that grant and program activities are in conformance with Trial Court policies and procedures
Data Collection: Oversees the collection of data from federal agencies, foundations or other non-state funders on current programs and regulations
Collaboration Efforts: Cooperates with other public or private organizations that are seeking grant funds which involve Trial Court participation to ensure consistency with Trial Court policies and the availability of Trial Court resources
Funding Research: Researches sources of funding and develops system of dissemination of this information to appropriate Trial Court locations
Relationship Building: Develops relationships with potential funders
Grant Protocols: Develops grant protocols to support Trial Court departments and offices with best practices for grant development and administration, such as setting up required contracts, encumbrance and expenditure accounts, and other processes necessary to administer and expend grant funds
Report Preparation: Prepares reports on Trial Court grant and program activity and coordinates the timely submission of all financial and programmatic reports required by funding agencies
Program Evaluation: Review and evaluate grant-funded programs for adherence to stated program objectives

7. Grants Coordinator Job Description

Post-award Management: Arrange financial post-award activities for sponsored projects.
Proposal Support: Provide support to program teams in preparing award proposals and drafting sub-awards and contracts.
Partner Communication: Maintain communication with partners, sub-awardees, and contractors to ensure timely receipt of required reports and documentation in accordance with donor regulations and the terms and conditions of multiple awards.
Award Monitoring: Review and communicate award expiration dates, altered timeframes, milestones, and major changes in budgets to appropriate staff (Program, Finance, etc.)
Grant Communication: Communicate professionally and in a timely fashion with donors and partners to ensure effective grant management and advancement of program implementation.
Policy Implementation: Update and implement policies and procedures to ensure compliance with all relevant regulations and requirements.
Financial Reporting: Deliver accurate and timely financial reports.
Staff Training: Develop, oversee and train staff in the proper application of time-keeping, cost allocation, appropriate data collection, fiscal management and budget performance reporting policies.
Policy Monitoring: Monitor the application of these policies.
Solution Implementation: Identify operational challenges, research and implement solutions.
Fiscal Compliance: Serve as an institutional resource on international fiscal compliance, participate in the review of potential funding opportunities, and provide critical feedback on institutional eligibility and risk.
Database Management: Work with development and finance staff to streamline and maintain a single, accurate institutional database of Bard-sponsored programs.
Partner Relationship: Establish and maintain an effective working relationship with partner institution's financial staff to foster the growth of international collaboration.
Business Support: Assist with the setting up and refinement of business structures and processes.
Grant Support: Support the Development & Grants Manager with grant-related activities.

8. Grants Coordinator Overview

Workflow Management: Administers and maintains grants workflow processes and procedures to ensure adequate internal controls and donor satisfaction
Due Diligence: Implements the grants' due diligence policy and procedures
Document Preparation: Prepares grant documentation including payment letters, contracts, and all grant packets and ensures electronic storage
Progress Tracking: Tracks progress, provides regularly and timely feedback, and ensures that project deliverables and milestones are completed
Grant Follow-up: Outstanding grant checks, fund retirements, multi-payment grants, follow up with Philanthropic Advisors, or other projects in which other colleagues participate
Team Participation: Participate in and activate Grants Processing Team to ensure robust information and training are shared and implemented
Team Support: Serves as a back up to the Philanthropic Advising Team in supporting donor, committee, corporate and nonprofit fund-holders when colleagues are unavailable
Data Analysis: Analyzes data and tracks inactive funds
Engagement Planning: Develops and tracks donor engagement work plans
Report Preparation: Prepares fund history reports as requested on donors and prospects
Project Support: Supports Director of Philanthropic Advising and assists with selected projects
File Organization: Organizes and maintains department's electronic and paper files
Data Reporting: Responds to grant data requests from internal and external audiences and generates and prepares grantee reports, data analysis, and data summaries
Database Management: Functions as database administrator and technology lead for the Philanthropic Planning Team
Database Maintenance: Ensures database is updated, accurate and maintained using best practices
Staff Assistance: Provides database assistance to other philanthropy staff

9. Grants Coordinator Details and Accountabilities

Funder Research: Research and identify potential funders and open grant opportunities
Program Knowledge: Acquire working knowledge of mission, programs, and hunger statistics to create impactful and persuasive communication and proposal development
Data Gathering: Communicate inter-departmentally to gather data and information
Grant Drafting: Draft comprehensive grant applications/proposals and timely reports as requested
Proposal Editing: Edit and proofread text of grant proposals and applications for adherence to RFP requirements
Letter Customization: Customize cover letters to provide a thank-you acknowledgment to external grantors
Gift Entry: Enter gifts from external grantors into the donor database
Award Letters: Customize award cover letters to member agencies for grants and pass-through gifts
Thank-you Letters: Forward thank-you letters from grant recipients to donors
Client Liaison: Liaison with client grants staff regarding planning for existing and future grant-funded projects
Client Training: Involvement in client training sessions
Client Queries: Dealing with Client Queries
Advice & Guidance: Provide advice and guidance
Fieldwork: Conduct fieldwork onsite at client premises
Tender Input: Provide input on tenders for grant work
Network Utilization: Utilize the existing network to identify and develop future tender opportunities for similar work

10. Grants Coordinator Tasks

Project Coordination: Plans, organizes, and coordinates implementation of the activities, services, and operations of the grant project, including oversight of personnel and resources.
Objective Implementation: Implements project objectives according to the timeline established in the approved grant award.
Deliverable Monitoring: Oversees and monitors grant project deliverables.
Budget Management: Manages grant budget and monitors expenses for compliance.
Collaboration Management: Collaborates with administrators and staff to manage the budget and implement the objectives of the grant.
Recordkeeping: Establishes and maintains accurate, timely, and complete recordkeeping processes, ensuring that grant reporting requirements and restrictions are observed.
Program Communication: Communicates an informed understanding of the objectives and outcomes of the program to grant staff, administrators, other college personnel, and the grant program officer.
Meeting Attendance: Attends meetings required by funding source that may include out-of-state travel.
Grant Reporting: In conjunction with the business and grants offices, coordinate, compile data, and prepare written grant reports.
Evaluation Coordination: Works with an outside evaluator to implement the evaluation plan, data collection instruments, and participate in evaluation activities.
Advisory Committee: Assists in establishing an advisory committee.
Committee Coordination: Serves as a member of the committee, coordinates meetings, sets agendas, and maintains meeting records.
Public Relations: Collaborates with public affairs and publications to develop public relations materials and media information for distribution.
Donor Reporting: Provides all donor reporting including segmented donor lists for events and mailings, donation summaries, fund histories, and grantmaking projections.
Donor Giving Center: Oversees functionality of Donor Giving Center ensuring that users and staff have tools for a positive and successful online experience.
Project Management: Provides project management for database updates and other departmental projects.

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