- High school diploma/GED required; associate or bachelor’s degree preferred
Job Description
Pay: $45,000.00/Annually
Provide administrative coordination for the full grant’s lifecycle, maintaining Instrumental, the master grants calendar, application and award files, reporting requirements, and supporting documentation. Prepare assigned straightforward, lower-complexity grant applications using approved narratives and templates under the Director of Grants’ review.
Essential Functions
Instrumental & Calendar Management
• Maintain Instrumental as the authoritative grant’s opportunity and workflow tracker, including prospects, statuses, assignments, application dates, reporting deadlines, award terms, and renewal reminders.
• Manage a shared master calendar and communicate upcoming deadlines, required inputs, and milestones to the Director of Grants and internal contributors.
• Organize grant records, correspondence, funder portals, attachments, agreements, submission confirmations, and supporting documentation.
Compliance & Records Support
• Maintaining organized grant files, contracts, and award documentation within the grants database
• Tracking restrictions, required acknowledgements, and funder recognition to task to the appropriate channels.
• Supporting audit prep and federal compliance documentation as needed.
Applications & Routine Grant Writing
• As assigned, draft lower-dollar or lower-complexity applications, renewal forms, letters of inquiry, and standard narratives using the Director-approved boilerplate library and verified program data.
• Assemble budgets and attachments supplied or approved by Finance and program leadership; proofread, format, and prepare applications for Director review.
• Maintain version-controlled templates, standard organizational information, and updated approved responses; flag requests requiring custom strategy or new commitments.
Post-Award Administration & Reporting Support
• Track award deliverables, restrictions, acknowledgments, payment schedules, and report due dates; request data from Finance and program teams ahead of deadlines.
• Compile documentation for narrative and financial reporting, reimbursement claims where applicable, and audit-ready grant files; route substantive reporting and financial approvals to the appropriate owners.
• Prepare status reports and meeting materials; escalate overdue items, missing data, and compliance risks promptly.
Qualifications & Skills
• High school diploma/GED required; associate or bachelor’s degree preferred; 2+ years of administrative, grants coordination, or project tracking experience.
• Strong attention to detail, deadlines, spreadsheets, document management, and professional written communication.
• Experience with Instrumental or comparable grant management systems preferred; ability to use approved templates without independently making programmatic or financial commitments.
Illustrative Performance Measures
• Instrumental accuracy and complete grant files
• No missed internal grant deadlines
• Timely and accurate routine application and reporting support.
General Expectations
Collaborate across departments, protect donor and youth information, follow BGCSNV financial and safeguarding policies, and represent the organization professionally. Perform other related duties as assigned.
Driving Position: Must have a valid Nevada driver’s license and good driving record. Use of a personal vehicle may be required and mileage is reimbursed.
Drug testing and fingerprint-based background checks are required as conditions of employment. An Equal Employment Opportunity Employer and Drug-Free Workplace
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