What are the responsibilities and job description for the Grants Specialist position at Native American Community Clinic?
JOB TITLE: Grants Specialist
REPORTS TO: Development Director
EFFECTIVE DATE: December 2024
SUMMARY:
The Grants Specialist supports the Native American Community Clinic's grants management activities and plays a key role in handling administrative tasks related to fundraising. This position ensures the smooth operation of grant processes, manages constituent data in the Bloomerang database, and assists in fundraising efforts, including event planning and donor communications. This position also helps coordinate cross-departmental efforts, ensuring that the NACC's grant applications, deliverables, budgets, and fundraising activities are tracked and executed efficiently .
DUTIES AND RESPONSIBILITIES:
Grant Management and Administrative Support:
- Responsible for assisting in the writing of new grants and managing the existing grant portfolio, coordinating the efforts of program, finance, and administrative teams to ensure clarity around applications, deliverables, and budgets.
- Organize and maintain electronic and paper files of grant documents and resources.
- Gather relevant information from program staff, assisting with data entry, and coding in finance software.
- Support program teams, operations, and finance in establishing newly awarded grants, including hiring support, staff onboarding, and administrative setup.
- Manage grant deadlines and track progress across the NACC team to ensure objectives are achieved and funds are spent in accordance with grant budgets.
- Produce various reports, including grant ledgers, spend-down reports, and others as needed for the Board, senior management, and program teams.
- Assist with grant reporting, compliance tasks, and generating grant documents to maintain communication with grantors.
- Work with the Grants Manager to enhance and improve grants management processes and increase efficiencies.
- Assist with website updates, promotional materials, press releases, social media, and report production.
- Coordinate and set up meetings and conference calls, assist with event setup, and maintain the grants calendar. Other duties as assigned.
Fundraising Support and Event Planning:
- Assist with fundraising administrative tasks, including the tracking and management of constituents in the Bloomerang database.
- Ensure donor communications are sent out in a timely manner, including thank-you letters, campaign-related communications (such as Give to the Max, end-of-year giving, and general operating donations).
- Support event planning for fundraising efforts, working closely with staff to coordinate logistics, communications, and outreach for events.
- Assist in the development and tracking of fundraising campaigns and other initiatives, ensuring data accuracy and timely follow-up. Ensure constituent engagement and relationship management through timely, personalized communications.
SUPERVISORY RESPONSIBILITIES:
This position has no supervisory responsibilities.QUALIFICATIONS:
- Associate's Degree (AA) or equivalent from a two-year college or technical school, or six months to one year of related experience and/or training, or equivalent combination of education and experience.
- 1-2 years of experience as a coordinator or administrative assistant, with a preference for experience in grants management.
- Familiarity with accounting software (Sage), Microsoft Word, Microsoft Outlook, and Microsoft PowerPoint.
- Experience with constituent management systems such as Bloomerang or similar is preferred.
- Strong organizational skills with the ability to handle multiple tasks and meet deadlines.
- Excellent written and verbal communication skills, with attention to detail.
- Ability to maintain confidentiality and work with sensitive information. Familiarity with basic fundraising principles and event planning.
COMPETENCIES:
- Diversity – Demonstrates respect and sensitivity for cultural differences. Promotes a harassment-free environment.
- Ethics – Works with integrity and upholds organizational values.
- Adaptability – Adapts to changes in the work environment and handles competing demands effectively.
- Dependability – Completes tasks on time or notifies appropriate person with an alternate plan.
- Initiative – Seeks increased responsibilities, takes independent actions, and embraces new opportunities.
- Interpersonal Skills – Maintains confidentiality and communicates openly and professionally with colleagues.
- Motivation – Sets and achieves challenging goals and demonstrates persistence.
- Organizational Support – Follows policies and procedures and supports the organization's goals and values.
- Planning/Organizing – Prioritizes and plans work activities, sets realistic goals, and uses time efficiently.
- Teamwork – Collaborates with others, contributes to team success, and promotes a positive work environment.
- Written Communication – Writes clearly and informatively, with accuracy and thoroughness.
PHYSICAL DEMANDS AND WORK ENVIRONMENT:
- Occasionally required to stand or walk.
- Frequently required to sit and use hand and finger dexterity.
- Continually required to talk or hear.
- Occasionally exposed to outside weather conditions.
- The noise level in the work environment is usually moderate.
- The employee may occasionally lift and/or move more than 10 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.
The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or physical requirements. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
