Grants Administration Coordinator

Our Mission

Our mission is to leverage the power of food to end hunger and build healthier communities.

Our Vision

We believe that the fight against hunger and the fight against poverty are one and the same. We envision a future in which food is recognized as a human right and every person is able to feed themselves and their families in dignity. Together, we work to create a more nourished, prosperous region.

The Foodlink Way

Act With Compassion

Take Responsibility

Be a Team Player

Listen, Learn, Adapt  

Job Title: Grants Administration Coordinator

Department: Marketing & Development

Reports to: Development Manager

Status: Hourly, Non-Exempt, Full-Time 

Job Level: (4), Administrative and Program Support Role

Updated: December 2025

SUMMARY

Foodlink is seeking a highly motivated, detail-oriented, and organized individual to provide administrative support for an expanding portfolio of private and public grants. The Grants Administration Coordinator is responsible for assisting with prospect research, coordinating the preparation of grant applications, and supporting post-award processes, including recordkeeping and reporting. Strong organizational skills, attention to detail, and the ability to collaborate across departments are essential for this position, as are discretion, judgment, and a commitment to Foodlink's mission.

KEY RESPONSIBILITIES

1. Grant Prospecting & Application Support:

• Utilize online databases/websites to research grant opportunities (foundations, government, corporations, etc.) and new sources of support.
• Create detailed profiles on prospective private/corporate funders, including mission, priorities, and giving history.
• Review and summarize Requests for Proposals (RFPs) for public grant opportunities, highlighting key requirements, deadlines, and eligibility criteria for the team.
• Conduct initial vetting of opportunities by carefully reviewing funding opportunities for eligibility and organizational alignment.
• Coordinate staff grant planning meetings with Development, Finance, and Program teams.
• Manage the administrative process for grant applications, including downloading and formatting applications into Word, organizing required supporting documents, uploading materials into grant portals, and tracking deadlines.

2. Grant Implementation & Reporting:  

• Oversee grant processing workflows and maintain accurate records throughout the grant lifecycle, including completing required documentation, managing contracts and files, and tracking grants requested and received in SharePoint and Foodlink's CRM system (Humanitru).
• Collaborate with staff to ensure proper crediting of funders in published materials.  
• Schedule and assist with grant implementation plan meetings to align Development, Finance, Programs, and Leadership on the purpose, deliverables, budget, and timeline of grants, ensuring all stakeholders share a clear understanding and expectations.
• Prepare appropriate grant acknowledgment correspondence and oversee donor recognition process.
• Support the preparation of grant award summaries for circulation to relevant staff.
• Collect and synthesize program and project data from internal teams to prepare accurate, timely reports for funders, ensuring compliance with grant requirements and clear communication of outcomes.
• Analyze pending or anticipated grants and manage grant lists for current and prior fiscal years.  

3. Departmental & Organizational Support:

• Assist with development and fundraising activities, including providing logistical and administrative support for events, campaigns, and donor engagement initiatives.
• Collaborate with other departments as needed to ensure smooth execution of cross-functional projects that advance Foodlink's mission.
• Stay informed of all organizational activities for the purpose of grant reporting and communication with funders.

Completes all other tasks as assigned by the Development Manager. 

Requirements

PREFERRED QUALIFICATIONS

• High school diploma or equivalent required; college degree in nonprofit management, business, or related field preferred. 
• At least 1-2 years of experience in grants administration, nonprofit development, or a related field; or equivalent -combination of education and experience.
• Required: exceptional organizational skills; strong attention to detail; ability to manage multiple deadlines; excellent interpersonal and communication skills; proficiency in Microsoft Office (Word, Excel, Outlook, Teams) and comfort with online grant portals.
• Experience with CRM/database systems (Humanitru or similar) and document management platforms (SharePoint) preferred.
• Ability to collect and synthesize program data for reporting and ensure compliance with funder requirements.
• High level of discretion and professionalism in handling sensitive information.
• Flexibility to assist with occasional evening/weekend events and cross-departmental projects.
• Comfort with collaborating across teams and responding to inquiries with confidence.
• Self-motivated team player with strong time management skills and ability to follow work plans and meet deadlines.
• Passion for Foodlink's mission and commitment to its core values.

We are actively seeing a diverse pool of candidates for this position and strongly encourage applications from candidates of color.

SALARY AND BENEFITS

This is a full-time position paid on an hourly basis, range starting at $22.28 – $24.75 per hour, depending on experience. Foodlink covers 100% of individual health and dental insurance with the ability to acquire family coverage with pretax dollars. In addition to generous paid time off (PTO), we observe 14 paid holidays throughout the year. Opportunity to contribute to a 401k retirement savings plan upon hire. Eligible for generous employer match after 1 year of service. 

Physical Demands

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

While performing the duties of this job, the employee is regularly required to sit, stand and talk and hear. The employee is frequently required to use hands to handle or feel items such as documents. The employee is frequently required to stand and walk for long periods of time. Specific vision abilities required by this job include close vision, color vision and ability to adjust focus. Able to lift bulk objects or objects weighing up to 50 pounds.

Work Environment

The work environment characteristics described here are representative of those a team member encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet Note: The above description is illustrative of tasks and responsibilities. It is not meant to be all- inclusive. Employees will follow other instructions and perform other related duties as required. 

Diversity, Equity, & Inclusion

Foodlink is committed to fostering, cultivating, and preserving a culture of diversity, equity, and inclusion. At Foodlink we believe that anti-hunger work is only possible with a commitment to removing barriers caused by systems of oppression that perpetuate hunger and poverty. We recognize that systematic injustice and bias disproportionately impact some identities more than others. 

Foodlink is actively working to center equity- the fair treatment of all people- in everything that we do so that everyone in our region has access to nourishing food that reflects and values cultural differences.

Foodlink is committed to listening and supporting solutions to hunger that are sourced from people and communities with lived/living experience of hunger and poverty, and to responding where inequities exist.

Foodlink is committed to taking great care to cultivate internal culture and practices that support diversity and inclusion. We embrace and encourage our employees' differences in age, color, disability, ethnicity, family or marital status, gender identity or expression, language, national origin, physical and mental ability, political affiliation, race, religion, sexual orientation, socio-economic status, veteran status, and other characteristics that make our employees unique. We aim to foster an environment in which everyone feels a sense of belonging and understands their connection to the Foodlink mission. 

Foodlink employees have a responsibility to always treat others with dignity and respect. Employees are expected to always exhibit conduct that reflects our values and promotes equity and inclusion during work, and at work functions.