Description
DESCRIPTION SUMMARY
The Grants Administrator reports to the Senior Grants and Government Programs Officer and supports the full lifecycle of The Living Desert’s (TLD) grants, including research, application, compliance, reporting, and renewal, in accordance with grant policies and procedures.
The Grants Administrator provides operational support for the grant program, assisting with research, proposal drafting, reporting coordination, compliance tracking, and grant documentation under the direction of the Senior Grants and Government Programs Officer.
ESSENTIAL DUTIES AND RESPONSIBILITIES
GRANT WRITING AND MANAGEMENT ACTIVITIES
Grant Research & Identification:
- Identify potential grant opportunities that align with organizational needs across all departments.
- Maintain a current calendar of prospects, deadlines, and application requirements.
Proposal Development:
- Work with department staff to collect data, budgets, and required documentation for grant applications.
- Draft grant proposal narratives and supporting materials under the direction of the Senior Grants and Government Programs Officer, and revise proposal drafts in response to feedback and ensure all submissions comply with funder guidelines and organizational standards.
Grant Management & Compliance:
- Maintain a centralized tracking system for all active and pending grants, including deadlines, restrictions, deliverables, and reporting schedules under the direction of the Senior Grants and Government Programs Officer.
- Review grant-related expenses for allowability and proper coding (fund, project/grant, department, and restrictions).
- Ensure compliance with all grant terms, internal controls, and audit requirements.
- Maintain complete and organized documentation for each grant throughout its lifecycle.
Financial Monitoring & Reporting:
- Prepare financial sections of interim and final grant reports and reconcile results to the general ledger.
- Monitor spending against approved budgets and alert the Controller and program leads to variances or issues.
- Coordinate with AP, Payroll, and department managers to confirm proper documentation and allocation of expenses.
Program Reporting & Data Collection:
- Collect program metrics, outcomes, and other data needed for required reports. Draft and submit narrative progress reports, ensuring alignment with financial results.
Funder Communication & Relationship Support:
- Serve as the main point of contact for funders regarding reporting, updates, questions, and documentation needs. Support relationship-building efforts by providing timely and accurate information to funders.
- Research foundation priorities, program officers, and funding trends to identify strategic opportunities for The Living Desert.
- Support relationship cultivation by coordinating meetings, preparing briefing materials, maintaining contact records, and assisting with funder communications, reporting updates, and stewardship activities under the direction of the Senior Grants and Government Programs Officer.
Cross Department Coordination:
- Work closely with Conservation, Education, Animal Care, Marketing, Development, and other departments involved in grant activity. Provide guidance and support to staff on grant requirements, allowable costs, and documentation needs.
- Grant Calendar & Tracking Management: Maintain and update the organization’s centralized grant calendar and tracking system, ensuring deadlines, reporting schedules, and deliverables are visible and up to date.
- Contributes to desert conservation through reduction of waste, water, and energy use, and inspires guests and team members to take conservation actions.
- Other duties as assigned.
SPECIFIC SKILLS/KNOWLEDGE/LICENSES
- Detail-oriented with strong time management skills.
- Ability to work independently and collaboratively with multiple departments
- Strong financial acumen for budget preparation, reconciliation, and review.
- Ability to interpret and apply funder requirements, restrictions, and compliance guidelines.
- Succinct style of writing required for grant writing; database experience (Donor Perfect preferred).
- Demonstrated professionalism and ability to effectively represent The Living Desert with funders, elected officials, government agencies, and community stakeholders.
CONDITIONS OF WORK
PHYSICAL EFFORT: Sitting at computer station for extended periods; standing, walking, bending, lifting, twisting, climbing, crawling, kneeling, reaching motions. Ability to lift 20 pounds is necessary for moving materials and equipment; ability to stoop and kneel is necessary for accessing files; necessary vision/sight to read computer monitors.
DISCOMFORT/RISKS: Carpal Tunnel Syndrome. Possible exposure to extreme weather conditions.
HOLIDAY/EVENING WORK: As part of the Development Department, some evening, weekend, and holiday work required. Some evenings may be required during special events.
TRAVEL: Conference and workshop attendance available. If funding is available, some or all expenses may be paid.
This class specification should not be interpreted as all inclusive. It is intended to identify the major responsibilities and requirements of this job. The incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this specification.
Requirements
EDUCATION AND PRE-REQUISITES
- Bachelor’s degree in Nonprofit Management, Finance, Public Administration, or related field
- Two to four years of experience in grant administration or grant accounting
- Strong knowledge of grant compliance and reporting requirements.
- Experience preparing grant budgets and reviewing expenses for allowability and proper coding.
- Possess excellent writing and computer skills (Microsoft Office Word, PowerPoint, and Excel), and database management skills.
- Requires an excellent command of the English language with the ability to successfully write, edit, and proofread proposals, correspondence, narrative, and financial reports, and other pertinent documents.
- Has excellent verbal communication and personal relations skills, over the phone and in person.
- Must hold a valid California driver’s license and be insurable on The Living Desert’s automobile insurance policy.