Grants Administrator

Description

Position:             Grants Administrator, Sarasota, FL

Grade/Salary:    (4-5) $50,000-$60,000 annually       ***Pay depends upon experience and credentials***

Location:             Marieb Early Learning Center - Main Campus, 1723 North Orange Avenue, Sarasota, FL 34234

Reports to:          VP of Organizational Engagement

Summary:  Reporting to the Vice President of Organizational Engagement, the Grants Administrator is responsible for organizing and managing Children First’s grant portfolio, including applications, awards, and reporting requirements. This role develops and maintains relationships with prospective and current funders. They also research new funding opportunities aligned with the organization’s mission and strategic priorities. The Grants Administrator develops written proposals and manages the submission and reporting process for a variety of funding sources. The position also collaborates with the Director of Communications & Marketing on publicity requirements and supports Database Administration through data entry and gift/grant management in the donor database and related digital and physical records.

This position requires the ability to exercise sound judgment and discretion. The role also supports fundraising initiatives, public relations, and events as part of the department team. As Grants Administrator, the individual will develop, execute, monitor, and manage non-governmental grants, and assist with the implementation and monitoring of federal, state, and local government grants in collaboration with other departments. The position helps promote the community image of Children First. Work is reviewed through regular coaching, feedback, and annual evaluations with the supervisor.

Requirements

Day-to-Day Responsibilities

• Develop and execute materials to complete grant applications and grant reports with the support of team members as needed.
• Maintain and manage a moves management portfolio tracking current and prospective grant opportunities, including related staff and board member connections to funders.
• Provide and manage accurate, up-to-date calendars and records of grant documents, status, expenditures, deadlines, submissions, and outcomes within agency data systems.
• Initiate and monitor ongoing research to identify new funding opportunities with private foundations, organizations, and government funders.
• Research, organize, maintain, and manage a resource library of statistics and trends related to the population served by the organization
• Align and manage opportunities with consultants and all departments on grant requirements, status updates, and emerging needs and opportunities.
• Keep the VP of Organizational Engagement informed of the status of all grants, including applications, awards, income, expenditures, progress, and all reporting requirements.
• Align staff’s participation in grant award ceremonies and related activities. 
• Compile and analyze data for grant applications, compliance, and reports for agency leadership, the board of directors, and external stakeholders as needed.
• Collaborate with program staff and consultants to ensure funder-required data is collected timely and accurately.
• Facilitates database management and serves as cross-trained backup for donor inquiries, gift entry, and requesting acknowledgement, constituent records, and report/mailing list generation.
• Communicates professionally and respectfully with colleagues, donors, funders, and volunteers.
• Maintains confidentiality of donor/funder information and ensures access is limited to authorized personnel.
• Supports event facilitation, including nights and weekends as required.
• Partners with confirming funder event attendance, event sponsorship, underwriting, donations, and sponsor requests.
• Monitors RSVPs for any events as needed, maintaining accurate, up-to-date records.
• Facilitates donor/funder cultivation through tours, thank you notes, impact reports, and other stewardship activities.
• Participate in new employee agency and organizational engagement team orientations to become familiar with the agency’s goals and underlying philosophy and how they are implemented. 
• Attend and participate in agency-sponsored training and professional development opportunities designed to assist in acquiring and/or increasing the knowledge and skills needed to provide high-quality, comprehensive services within the scope of job responsibilities. 
• Participate in continuing education opportunities for grant and database coordination, including the Blackbaud software and other software tools as needed.

Licenses/Certifications

• Valid Florida Driver’s License or reliable transportation
• Immediate/continued enrollment in the Criminal History Registry-Child Care Division
• Current Health Appraisal, updated every two (2) years

Education/Equivalent Experience

• Bachelor’s degree 
• Development professional with three (3) years of experience writing and securing non-governmental grants
• Experience managing databases (Raiser’s Edge preferred) in a nonprofit environment

Competencies (Knowledge, Skills, and Abilities)

• Principles and practices of donor-based research and fundraising 
• Confidentiality requirements and database regulation 
• Grant writing standards and best practices 
• Tracking for current and prospective grant opportunities 
• Resource library management, including relevant statistics and trends related to the served population. 
• Grant lifecycle management, from initial identification through final reporting and stewardship. 
• Federal, state, and local grant processes (especially Head Start/Early Head Start regulations) preferred
• Communicate fluently in English (Spanish is desired) 
• Manage multiple complex projects simultaneously, ensuring deadlines are met 
• Collect, analyze, and present data with accurate reports and clear recommendations 
• Write persuasively under tight word and character count restrictions. 
• Technical proficiency in donor database systems (Raiser's Edge preferred). 
• Database administration, including gift entry and constituent record maintenance. 
• Persuasive storytelling integrating qualitative anecdotes with quantitative data. 
• Budget development and tracking for complex project-specific grant proposals. 
• Collaborative project management to lead cross-departmental data collection efforts. 
• Strategic and timely communication, maintaining professional and transparent relationships with funding partners. 
• Serve as an engaging and authentic representative of Children First, fostering meaningful connections through a welcoming, forward-facing presence with donors, community partners, and the public.  
• Interpret data and think creatively to solve problems and make decisions 
• Work cooperatively between staff and other departments. 
• Manage time, stress, and constantly changing situations. 
• Clearly delineate grant requirements and expectations to stakeholders. 
• Serve as a cross-trained backup for database responsibilities and donor/ funder inquiries. 
• Support event facilitation, including nights and weekends for major and special events. 
• Manage a comprehensive grant calendar to ensure 100% adherence to all submission and reporting deadlines. 
• Identify and vet new funding opportunities that align with organizational strategic objectives. 
• Maintain the highest ethical standards in handling sensitive donor information and financial records. 

Physical/Mental Demands:   

• Navigate and maintain a physical presence for extended periods during agency tours, community events, and site visits.
• Stoop, kneel, bend, and sit on the floor to interact with and attend to children’s needs in a childcare environment.
• Operate a keyboard and office equipment with precision 
• Reach with hands and arms to manage physical records and digital systems. 
• Lift, carry, and move items weighing up to 50 pounds for event preparation and donor materials.
• Operate a motor vehicle to attend off-site meetings, research opportunities, and community engagements.
• Maintain the cognitive and physical capacity to respond immediately and effectively to emergencies or crises.
• Manage time and prioritize tasks effectively within a high-activity environment subject to constant change and varying stress.

Environmental Conditions:

• Experiences variability in temperature and environment.
• Interaction with children who are ill and/or possibly contagious.
• This position requires the ability to withstand strain and stress to meet deadlines and other pressures.
• Occasionally required to lift and carry materials for meetings and events.
• May require use of personal vehicle for official business travel (valid Florida driver’s license and proof of insurance required).
• Some evening and weekend work may be required for events.

Benefits:

• Comprehensive benefits package including medical, dental, vision, and retirement plans. 
• Eleven paid holidays
• Vacation, sick/personal time available after a waiting period
• Physical exam required every two years
• Drug-Free Workplace clearance
• Equal Opportunity Employer

Apply at https://childrenfirst.org/careers/#jobs