Grants Coordinator

Job Overview: The Grants Coordinator works to leverage public and private funding opportunities through prospecting, proposal and budget development, donor management, and sub award management. The Grants Coordinator, under the supervision of the Grants Manager, is responsible for conducting the full range of pre- and post-award activities required to prepare and submit institutional proposals to public and private donors across the IRC in Northern California, with an emphasis on IRC San Jose’s programs, with additional support to three other offices and Immigration programming. The work is performed in collaboration with IRC Northern California’s leadership, development, finance, and program staff, as well as headquarters’ revenue, grants, and business development staff.

Major Responsibilities:

Grants Management

Prospecting

Support prospecting for new opportunities, the preparation of letters of inquiry, proposals, budgets and reports to local foundations and other potential private donors to solicit restricted private funds, in collaboration with the Grants Manager, Executive Director, and the Development Director.

Proposal Development (Pre-Award)

• Lead concept note, proposal, and budget development, including ensuring log frames, program design, and narrative meet high quality standards in coordination with Programs/Site directors, Finance Director, and headquarters’ Resource Acquisition and Management (RAM), and ensure all supporting documentations 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 subawardees) are vetted and agreements are developed and signed according to IRC’s Partnership Excellence for Equality and Results System (PEERS) pre-award protocols.

Grants Management (Post-Award)

• Lead negotiation and agreements stage with donors and ensure contract terms are communicated with Finance and Programs through grant kick off meetings and recorded in Asana project tracking
• Coordinate grant opening and closing meetings for each grant in their portfolio.
• Modify final budgets as requested by donor and Site Director/program lead and communicate with NorCal Finance and RAM to ensure incoming restricted funds will be tracked.
• Lead post-award PEERS process to ensure sub-awardees’ contracts are drafted with detailed information on scope of work, deliverables, fund disbursement, and monitoring plans in coordination with the partners and program staff, and in compliance with Finance and RAM.
• Be a local subject expert for IRC’s Business Development Standards.
• Be a local subject expert for IRC’s internal grants systems (PEERS and OTIS).

Secondary duties

Work closely with Finance, Site Director, and program staff to prepare interim and final reports to grantors.

Key Working Relationships:

Position Reports to: Grants Manager – Northern California

Indirect Reporting: Site Director – Turlock

Other Internal and/or External Contacts:

Internal: NorCal Director of Finance, Director of Development, Executive Director, Program Managers, HQ Resource Acquisition and Management department

External: Public funders and foundations

Job Requirements:

• Undergraduate degree/certificate in non-profit management or a related field or comparable work experience.
• Three+ years of professional experience in proposal writing, log frame development, and budget management preferred.
• Ability to work autonomously while working collaboratively with different teams to meet deadlines.
• Excellent writing, research, and organizational skills.
• Self-directed but with strong interpersonal skills and the ability to work well within a team.
• Proficiency in Microsoft Office applications, cloud-based applications, project management apps, familiarity with Asana a plus.
• Excellence in written and spoken English.
• Ability to deliver high quality products against a tight schedule.
• Familiarity with the Northern California non-profit/philanthropy environment a plus.
• Familiarity with refugee resettlement and immigration support services such as social work, mental and physical health, economic empowerment, and workforce development is a plus.

Language Skills:

Excellence in written and spoken English

Working Environment:

• Standard hybrid office environment (this is not a fully remote position)
• Occasional travel to other regional sites (Oakland, Sacramento, San Jose, Turlock) required.

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.

Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances.

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.