Grant Administrator

Organizational Overview

Position Overview

TITLE ​Grant Administrator​  

SALARY From $​60,000​ To $​70,000​ ​Annually​ 

CLASSIFICATION ​Full-Time​, ​Non-Exempt​ 

LOCATION ​On Site - Jackson Rd. Sacramento, CA (possibility for hybrid based on job requirements)​ 

SCHEDULE ​Monday- Friday​, ​9:00 am​ to ​5:30 pm​  

 

About the Position… 

The ​Grant Administrator​ works under the supervision of the ​Chief Operating Officer​ to oversee and manage the implementation of our grants, post-award through the reporting and renewal cycle. The Grant Administrator will play a critical role in ensuring compliance with funder requirements, managing grant-related financial tracking, and fulfilling operational, fiscal, and procedural requirements with our funders. This role will work closely with the finance, program and development teams, and will contribute to the financial health and sustainability of our organization by effectively managing and stewarding our grants. 

 

You’ll be responsible for… 

Grant Management and Compliance 

• Work closely with program, finance, and development teams to ensure grant compliance is fulfilled across the organization. 

• Monitor and manage all active grants, tracking deadlines, deliverables, and budgetary compliance. 

• Ensure that required reports (financial, programmatic, and impact-related) are submitted to funders on time and in the correct format. This includes collaborating with program managers and the finance team to gather the necessary data and ensure accuracy. 

• Review grant applications, amendments, and renewal requests in collaboration with relevant teams to ensure compliance is achievable.  

• Support compliance with grant terms, policies, and reporting requirements, maintaining documentation for audits and funder requests.  

• Stay updated on changes to regulations, reporting requirements, and compliance guidelines. Advise leadership on operational adjustments needed to remain in compliance with new or changing requirements. 

• Proactively identify potential risks related to grant compliance and financial management. Work with leadership to address any concerns or discrepancies. 

 

Process Improvement and Stakeholder Communication 

• Assist in developing internal policies for grant and fund compliance, especially for restricted funds. 

• In case of non-compliance, assist in implementing corrective action plans to address issues and prevent recurrence. 

• Facilitate training for relevant staff members on best practices in grant management and compliance. 

• Serve as the primary point of contact for funders for any post-award compliance questions. Address inquiries related to spending, deliverables, or reporting, and ensure that all communication is clear and documented. 

• Develop and maintain positive relationships with funders and internal teams by demonstrating the organization's commitment to meeting the funders' expectations, delivering results, and being transparent about challenges or changes. 

• Continuously assess and improve internal processes related to grant compliance and financial management to enhance efficiency and reduce risk. Work with leadership to update internal policies related to grant management. 

• Serve as the primary point of contact for the finance, program, and develop teams about grant-implementation matters. Ensure that each de­­­partment is informed of their roles and responsibilities in fulfilling grant requirements. 

 

Financial Reporting and Budgeting 

• Work closely with the finance and development teams to assist in creating expenditure tracking and ensure funds are allocated according to grantor specifications. 

• Gather detailed financial reports for funders, ensuring compliance with all reporting requirements. 

• Coordinate with program, development and finance teams to check grant spending and address variances from budgeted costs. 

• Support the annual budgeting process by providing grant revenue forecasts and financial data analysis.  

• Track variances between the planned and actual expenditures and flag any concerns. 

• Work with the finance team to ensure that all grants and donations are spent per funder guidelines, documenting compliance for audits and reports. 

 

Data Management and Recordkeeping 

• Maintain accurate records in the organization’s grant management system, updating grant statuses, requirements, and deadlines. 

• Ensure grant documents, including proposals, agreements, and reports, are properly stored and accessible to authorized personnel. 

• Track key grant metrics and outcomes to support program evaluation and reporting. 

• Review and enforce organization’s time logging requirements for Time and Effort reporting.  

 

Additional Duties and Organizational Support 

• Participate in finance team meetings, sharing grant insights and helping to inform strategic financial decisions. 

• Support other finance, operations, and administrative tasks as needed, including audit preparation, and budget management. 

 

You must have... 

• ​​Bachelor's Degree​ 

• ​​2​ years of experience in ​grant administration, working with government grants and contracts is highly desirable. Familiarity with nonprofit finance and fund accounting a plus​. 

• Fluent in English language (spoken and written) 

• Proficient knowledge of email, copiers, fax, and internet  

• Proficiency in Microsoft Suite (especially Excel). Knowledge of financial management and grant management software a plus.  

• An incredible passion for our mission 

• Required License/ Certifications: ​none​  

• Key Strengths: 

  • Exceptional attention to detail and organizational skills. 

  • Ability to manage multiple grants and deadlines simultaneously. 

  • Knowledge of grant compliance, auditing, and reporting requirements. 

  • Strong written and verbal communication skills. 

  • Ability to work both independently and collaboratively in a team environment. 

  • Ability to drive meaningful change while supporting team cohesion. 

 

Physical Requirements 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The physical requirements for performing the essential functions of this position require the employee to be able to: 

• Standing/walking approximately 20% and sitting 80% of the time 

• Close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. 

• Ability to hear and respond to simple and sometimes critical messages exchanged in noisy/high traffic areas. 

• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

 

It's a plus if you have... 

• Fluency in Spanish language (spoken and written) 

• Trauma informed training  

• ​​QuickBooks​, Office Suite, and project management experience  

• PMP or CAPM certification 

 

You'll be successful if... 

You’re a strong communicator. 

You take your role seriously and are a great communicator in verbal and written communication. You’re intentional about giving internal and external clients a positive interaction. 

You're organized and diligent. 

You can multitask because you keep things in order. You can handle and prioritize multiple projects of various origins at once. You follow through on every request, no matter how big or small. You keep your cool under pressure and know how to prioritize your responsibilities. And when you need help, you’re not afraid to ask.  

You’re exceptionally people oriented. 

You can relate to all types of people and you’re a skilled conversationalist. You enjoy meeting new people; developing and maintaining relationships is a natural tendency. 

You’re a problem solver and a strategic thinker. 

You find new and efficient ways to streamline and create processes to make things run more smoothly. You are analytical and can infer the implications and consequences of approaches and anticipate potential issues before they occur. 

You are a team player. 

You care more about overall results than personal recognition. You genuinely love collaboration and the process of working together to accomplish. You thrive in an environment where people are passionate about their work and mission. You’re excited to work cross-functionally with other departments. 

You are committed to promoting dignity, diversity, and equality. 

You believe in focusing on the solution, not the problem, and always write with dignity and respect at the forefront. 

You're detailed. 

You double and triple-check your work because you know that accurate data is crucial for an Accounting Department to operate successfully. You pay strong attention to detail, have excellent math, grammar, spelling, and proofreading skills. You care about the numbers being right and take the time to make sure everything reconciles or is set up to be error-proof. 

You're a self- starter. 

You can work unaccompanied, and you work just as hard and thoroughly by yourself as you do when someone is looking. 

 

Saint John’s Program for Real Change is an equal opportunity employer and does not discriminate because of age, color, gender, sexual orientation, disability, national origin, race, religion, marital status, or veteran status.