What are the responsibilities and job description for the Proposal and Report Coordinator position at California Institute of the Arts?
Job Posting Date(s)
Start Date
03/21/2025
Description
SUMMARY
The Proposal and Report Coordinator (PRC) position is critical in a growing CalArts Advancement Division. The position will research, identify, define, and support the development of funding opportunities to support CalArts' programs and activities. This includes participation in identifying, developing, writing, and submitting grant proposals to foundations, corporations, and government agencies. The primary responsibilities include the preparation of proposals and grant applications, performing responsible professional and administrative work in research, maintaining a complex and strategic (Customer Relationship Management) CRM-based calendar, organizing and maintaining templates, operating and project-based budgets, and impact data.
Under the supervision of the Associate Director of Institutional Giving, Operations, the PRC will participate in grant writing and reporting for the Institutional Giving team and assist with project management. Excellent writing, interpersonal, and time-management skills are essential.
The ideal candidate will have experience in fundraising/development, foundation grants development, and corporate partnerships, with a preference for candidates with expertise in higher education or arts and cultural institutions. They will be deft and patient communicators, able to work well independently and collaboratively. Primary emphasis is placed on developing close collegial relationships internally and externally and communicating effectively about fundable projects and initiatives across CalArts. Candidates should be enthusiastic about and committed to CalArts's mission.
Essential Duties
EDUCATION AND EXPERIENCE
The Advancement Division works in a hybrid model, spending a minimum of 2 days per week on campus or at in-person meetings and the remainder of days working from home. Because the division is responsible for fundraising events, applicants must be available to work additional hours during evenings or weekends and at peak periods of the year. During certain brief times during the academic calendar, there will be restrictions on vacation approvals to ensure the division can adequately support the fundraising initiatives that align with the Institute’s highest priority activities.
Start Date
03/21/2025
Description
SUMMARY
The Proposal and Report Coordinator (PRC) position is critical in a growing CalArts Advancement Division. The position will research, identify, define, and support the development of funding opportunities to support CalArts' programs and activities. This includes participation in identifying, developing, writing, and submitting grant proposals to foundations, corporations, and government agencies. The primary responsibilities include the preparation of proposals and grant applications, performing responsible professional and administrative work in research, maintaining a complex and strategic (Customer Relationship Management) CRM-based calendar, organizing and maintaining templates, operating and project-based budgets, and impact data.
Under the supervision of the Associate Director of Institutional Giving, Operations, the PRC will participate in grant writing and reporting for the Institutional Giving team and assist with project management. Excellent writing, interpersonal, and time-management skills are essential.
The ideal candidate will have experience in fundraising/development, foundation grants development, and corporate partnerships, with a preference for candidates with expertise in higher education or arts and cultural institutions. They will be deft and patient communicators, able to work well independently and collaboratively. Primary emphasis is placed on developing close collegial relationships internally and externally and communicating effectively about fundable projects and initiatives across CalArts. Candidates should be enthusiastic about and committed to CalArts's mission.
Essential Duties
- Research and identify new foundation, corporate, government, and private funding prospects in alignment with the Institute’s mission and priorities;
- Generate high-quality proposals, narratives, applications, and supporting documents in response to solicitations consistent with all policies and procedures of CalArts and the requirements and guidelines of the funding entities;
- Maintains primary responsibility for grant schedules and tracking grants;
- Works with appropriate personnel to research, develop, write, and submit letters of inquiry, concept papers, and grant proposals;
- Coordinates and follows up on the progress of submitted proposals
- Related duties as assigned
- Gathers proposal information by identifying sources of information, coordinating submissions and collections, and identifying and communicating risks associated with proposals
- Determines proposal concept by identifying and clarifying opportunities and needs, having a clear understanding of requests for proposal (RFPs), and attending strategy meetings
- Prepares proposals by determining concepts, gathering and formatting information, writing drafts, and assisting and obtaining approvals
- Establish priorities and target dates for information gathering, writing, review approval, and transmittal to assist Institutional Giving in meeting proposal deadlines.
- Maintain quality results using templates following proposal-writing standards, including readability, consistency, and tone.
EDUCATION AND EXPERIENCE
- Bachelor level degree preferred or equivalent combination of job experience
- Fundraising background (3 years), preferably in the arts, higher education, or youth development
- Experience working collaboratively with colleagues, donors, and volunteers
- Experience and/or interest in contemporary art forms across disciplines
The Advancement Division works in a hybrid model, spending a minimum of 2 days per week on campus or at in-person meetings and the remainder of days working from home. Because the division is responsible for fundraising events, applicants must be available to work additional hours during evenings or weekends and at peak periods of the year. During certain brief times during the academic calendar, there will be restrictions on vacation approvals to ensure the division can adequately support the fundraising initiatives that align with the Institute’s highest priority activities.
