Grants Administration Specialist

Grants Administration Specialist

• American Council on Edu
  Washington, DC 20036, USA
• Hybrid
• Advancement
• Full-Time
• Requisition #: GRANT001411
• Supervisor: Novlette White

• Coordinate administrative tasks for onboarding new grants and closing out completed grant projects.
• Assist with the preparation, review, and submission of grant proposals, reports, and supporting documentation.
• Monitor and report on the status of active grants, including expenditures, payments, extensions, and reporting requirements.
• Track grant reporting deadlines and communicate them to relevant departments and stakeholders.
• Track grant-related correspondence and documentation in ACE's customer relationship management (CRM) system.
• Draft correspondence to funders and communicate with foundation grant administrators to clarify reporting guidelines and resolve administrative questions.

• Conduct research to identify prospective funding opportunities from foundations, government agencies, corporations, and other relevant sources.
• Prepare written profiles of prospective funders to support fundraising and programmatic activities.
• Maintain prospect research records in the Advancement CRM and SharePoint.
• Monitor external funding announcements and grant-funded initiatives, and share relevant findings with the Grants Manager and Chief Advancement Officer.

• Maintain cultivation activity, organizational contacts, and grant-related information in the Advancement CRM.
• Create CRM listings to ensure grant-related data integrity and to monitor administrative deliverables.
• Maintain information and resources on Advancement's internal SharePoint pages.
• Gather and organize data to support departmental planning, reporting, and strategic initiatives.
• Recommend improvements to grant-related administrative procedures, data accuracy, and recordkeeping practices.

• Generate grant invoices in the CRM and maintain current and historical records of grant payments and invoicing.
• Assist with monitoring grant expenditures and budget reports using organizational reporting systems.
• Collaborate with relevant departments to support accurate and timely financial tracking and reporting.

• Respond to internal inquiries regarding grant administration processes, reporting requirements, and funder policies.
• Support the communication and implementation of Advancement policies and procedures across the organization.
• Participate in special projects and perform other related duties as assigned.

• One of the following combinations of education and relevant professional experience: a high school diploma or GED and at least four (4) years; an associate degree and at least three (3) years; or a bachelor's degree and at least two (2) years.
• Relevant experience in grants administration, fundraising operations, database management, prospect research, or closely related administrative functions.
• Experience using customer relationship management (CRM) systems, relational databases, or comparable information management platforms to maintain records, track activities, and support reporting.
• Proficiency with Microsoft Office applications, particularly Excel, and experience using collaborative document management tools.
• Strong organizational and time management skills, including the ability to manage competing priorities, maintain accurate records, and meet established deadlines.
• Effective written and verbal communication skills, including experience preparing, proofreading, and editing professional correspondence, reports, or related documentation.
• Ability to conduct research, organize information, and prepare clear and accurate summaries.
• Strong attention to detail, analytical thinking, and problem-solving skills.
• Ability to work independently, use sound judgment and discretion to prioritize work and resolve issues, and collaborate effectively with colleagues across departments.
• Ability and willingness to learn and use organizational technology, including approved AI-supported tools, in accordance with established policies.

• Experience supporting grant proposal preparation, grant reporting, or other aspects of the grant administration lifecycle.
• Familiarity with grant budgets, financial tracking, or financial reporting systems.
• Experience conducting prospect research or identifying potential funding opportunities.
• Experience with SharePoint or similar collaborative information management platforms.
• Experience working in nonprofit organizations, higher education institutions, or membership associations.
• Familiarity with fundraising and development operations.

• Medical/Dental/Vision Insurance
• Flexible Spending Account
• 403(b) with matching incentive + employer contribution
• Short-term disability/Long-term disability/Life insurance
• Generous PTO package
• Paid Parental Leave
• 13 paid holidays + week between Christmas Eve & New Year's off
• Professional Development Opportunities
• ...and more!