Grants Coordinator

Responsibilities

Award Onboarding Support

• Manage institutional registrations and system accounts required for federal submissions (SAM.gov, Grants.gov, Research.gov, and similar portals)
• Route legal documents through CLM for Legal review
• Maintain the grants calendar, tracking reporting due dates, award end dates, prior approval deadlines, and renewal windows
• Schedule and prepare materials for Grant Award Kickoff meetings

Post-Award Administration

• Track reporting and compliance deadlines across the active award portfolio; draft progress reports for active awards for Director review and submission
• Maintain award files and documentation in the grants management system (GMS); ensure records are complete, current, and audit-ready
• Support subaward administration: collect required documentation, track milestones and invoices, and coordinate with subrecipient contacts
• Collaborate with Finance to monitor award budgets; flag variances and help prepare budget modification requests
• Assist with closeout tasks including final reports, equipment dispositions, and file archiving

Subrecipient and Financial Administration

• Conduct regular monitoring reviews of subrecipient performance reports; collect required documentation and coordinate with subrecipient contacts
• Review subrecipient invoices and coordinate processing with Finance
• Track expenditures across active awards; flag first-pass budget variances for Director review
• Prepare budget modification documentation and route for Director approval
• Facilitate subrecipient closeout; establish and maintain records retention files

Federal Award Operations

• Support day-to-day federal award operations from date of hire under Director oversight, with expectation of assuming primary operational responsibility within six months of onboarding
• Own meeting scheduling, agenda preparation, and action item tracking for internal meetings
• Maintain the Project Execution Plan and governing documents, including document filing, version control, and change control log maintenance in collaboration with the Project Manager
• Support reporting preparation, data compilation, and submission logistics for required reports to NSF and organizational oversight entities
• Maintain document control across workstreams; keep project files organized and audit-ready consistent with NSF award requirements

Systems and Operations

• Serve as GMS power-user and administration lead; support GMS implementation and rollout planned for 2026/2027 and maintain ongoing system administration
• Help document and refine administrative workflows and SOPs as the function matures
• Identify opportunities to use AI tools to reduce manual effort in routine administrative tasks

Requirements

• 3–5 years of experience in grants administration, research administration, project management, program coordination, or a closely related field
• Experience supporting federal grants, cooperative agreements, or contracts, including familiarity with post-award documentation standards and reporting requirements
• Strong organizational skills and demonstrated ability to manage multiple deadlines simultaneously
• Strong attention to detail in document preparation, record-keeping, and version control
• Experience with federal grants systems (SAM.gov, Grants.gov, or similar)
• Proficiency in Google Workspace; comfort working in project tracking and document management tools
• Clear, professional written communication

Preferred Qualifications

• Bachelor's degree or relevant certifications
• Experience supporting NSF award administration or other federal cooperative agreements
• Familiarity with 2 CFR 200 (Uniform Guidance) and federal cost principles
• Experience with a grants management system
• Experience in a nonprofit, university, or research institute setting
• Interest in pursuing grants administration certifications (CRA, CGMS) - professional development support is available

Compensation

Base salary range is $70,500 - $106,000, plus generous bonus plans.