Grants Coordinator

Job Overview

The Grants Coordinator is responsible for coordinating a full range of pre-award grant-management activities, including supporting a full range of post-award grant-management activities through the supervision of a Grants Specialist. The Grants Coordinator leverages public and private funding opportunities through prospecting, pre-award proposal and budget development, proposal writing, amendments, renewals, tracking, and oversight of sub-award compliance. Work is performed in collaboration with the Development Manager, IRC San Diego’s leadership, development, finance, and program staff, and IRC headquarters’ Resource Acquisition and Management department.

Major Responsibilities

Business Development & Prospecting (15%)

• Research and identify grant opportunities for consideration with support from the Development Manager.
• Implement the prospecting and funding strategy in close coordination with the Development Manager.
• Support prospecting for new opportunities, including performing donor monitoring, research, and analysis.
• Maintain an up-to-date database and calendar of grant prospects, including essential information and dates.
• Assist in communicating and responding to business development opportunities.
• Maintain the proposal language banks for each department, containing updated proposal content.
• Ensure thorough tracking of grants throughout their life cycle, from opportunity identification to proposal submission, award management, reporting, and closure.

Pre-Award Grants Coordination (30%)

• Track the proposal development and grant submission process, maintaining efficient systems for communicating reminders and timelines.
• Draft a proposal development calendar for each new opportunity, outlining clear responsibilities for management, programs, and finance departments to ensure timely, high-quality submissions.
• Collaborate closely with the Grants Specialist to manage opportunities for new, renewed, and amended grants using IRC’s standard tracking tools (Opportunity Tracking & Implementation System, Asana Project Management Database, Excel, Microsoft Planner).
• Gather proposal attachments, organize them in a central folder, and include them in submission packets.
• Participate in proposal revisions and contribute to program design and grant workshops as requested by the Manager.
• Manage responses to business development opportunities, coordinating inputs effectively.
• Coordinate agreement/contract execution for all awards, ensuring proper reviews, approvals, signatures, donor responses, and filing of fully executed award documents.

Proposal Development and Design (30%)

• Lead concept note, proposal, and budget development, including ensuring log frames, program design, and narrative meet high-quality standards in coordination with Program Managers, Finance Director, and headquarters’ Resource Acquisition and Management (RAM), and ensure all supporting documentation in the applications are up to date.
• Write key proposal sections and edit and incorporate the input of other team members into the proposals.
• Coordinate with RAM and Finance to ensure partners (i.e. potential sub-awardees) are vetted and agreements are developed and signed according to IRC’s Partnership Excellence for Equality and Results System (PEERS) pre-award protocols.

Staff Development (15%)

• Provide leadership and supervision to the Grants Specialist and seasonal Grants Intern.
• With support from the Development Manager, provide supplemental internal training to IRC San Diego program staff to build local capacity for grant writing and grants management.
• Regularly update the Grants Manual, Prospecting Manual, and other key pre-existing materials.

Collaboration and Support of IRC San Diego’s Work (10%)

• Provide the Development Manager with grant information needed to complete IRC San Diego’s annual Development Plan and Strategic Action Plan, including grant submission data, as requested.
• Collaborate with IRC San Diego’s MEAL Manager to ensure grant compliance of IRC business development procedures, program activities, and monitoring with funding and contracting entities.
• Participate in grant meetings, and staff development activities and fully engage as a member of the team.
• Follow all policies, procedures, and protocols of IRC.

Other

• Work closely with Finance and program staff to prepare interim and final reports to grantors.
• Be the primary interlocutor for the HQ-based (NYC) San Diego focal points regarding pre-award opportunity pipeline updates, including proposal processing (reviews, approvals, and OTIS uploads), contract negotiations/agreements, and D1 requests.
• Track the submission of proposals and maintain file copies.
• Other related duties as assigned by the Development Manager.

Job Requirements

Work Experience:

A minimum of (3) three+ years of related professional experience is preferred.

Undergraduate degree/certificate in non-profit management or a related field or comparable work experience.

Education: An undergraduate degree from an accredited university or college is preferred, or equivalent experience.

Language Skills: Fluent in English, both spoken and written.

Demonstrated Skills and Competencies

• Independent Contributor: Proven ability to contribute independently and as a key team member.
• Effective Multitasker: Skilled at juggling multiple tasks in a fast-paced environment.
• Organized and Detail-Oriented: Well-organized with attention to detail.
• Cross-Cultural Communication: Ability to work effectively in a multicultural setting.
• Self-Driven: Takes initiative and follows through to completion.
• Strong Interpersonal Skills: Excellent communication with donors, volunteers, and colleagues.
• Tech Proficiency: Proficient in Microsoft Office (Word, Excel, Outlook, and project management software).
• Project Management Familiarity: Knowledge of Asana and Salesforce (a plus).
• Autonomous and Collaborative: Works independently while collaborating with teams.
• Quality-Oriented: Delivers high-quality work within tight deadlines.
• Non-Profit Experience: Familiarity with the Northern California non-profit/philanthropy environment.
• Refugee Support Knowledge: Understanding of refugee resettlement and immigration services, and familiarity with the work of the IRC.
• We seek an individual who maintains a positive attitude, diligently performs their work, respects leadership, responds well to constructive feedback, and collaborates effectively within a team.

Key Working Relationships:

Position Reports to: the Development Manager

Indirect Reporting: Deputy Director of Programs

Position Supervises: Grants Specialist

Other Internal and/or External Contacts:

Internal: IRC San Diego Director of Finance, Director of Development, Executive Director, Program Managers, Development Coordinator, HQ Resource Acquisition and Management department

External: Public funders, community foundations, and partner organizations

Working Environment

• Standard hybrid office environment (this is not a fully remote position)
• Standard office environment, including the current hybrid mode of remote work within San Diego County and required in-office days and some ‘field’ time within the service delivery area to perform the above-outlined responsibilities. Office working environment is subject to change based on organization/business needs;
• Office hours are scheduled as Monday-Friday, 8:30 am-5 pm PST;
• May require occasional weekend and/or evening work;
• Must have a valid driver’s license with legally required insurance as the position may require using own transportation within the service delivery area. Mileage reimbursement is available.

Posted pay ranges apply to US-based candidates. Ranges are based on various factors including the labor market, job type, internal equity, and budget. Exact offers are calibrated by work location, individual candidate experience and skills relative to the defined job requirements.

Equal Opportunity Employer: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, sex, gender, gender expression, sexual orientation, age, marital status, veteran status, or disability status. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.

US Benefits: The IRC offers a comprehensive and highly competitive set of benefits. All US employees are eligible for sick time, a 403b retirement savings plans: up to 4.5% immediately vested matching contribution, plus an 3-7% additional IRC contribution, and an Employee Assistance Program which is available to our staff and their families to support in times of crisis and mental health struggles.

In addition, full-time employees are eligible for 10 US paid holidays, 20-25 paid time off days, disability & life insurance, medical, dental, and vision insurance (employee contribution starting at $135, $7, and $5 per month respectively) and FSA for healthcare, childcare, and commuter costs. Part-time employees are eligible for a proportionate amount of paid time off. These additional benefits apply to employees who work at least 6 months within a 12-month time period.