Grant & Database Administrator

Grant & Database Administrator

Hiring Organization: 
The Marion I. & Henry J. Knott Foundation

The Grants & Database Administrator is dedicated to quality grants management practices that result in impactful philanthropy. As a part of a highly collaborative office, this position reports to the Program Director and is responsible for all components of the Foundation’s grants database administration and grants processing, including eligibility screening, regulatory compliance, implementation and management of workflows, data integrity, reporting, and evaluation.


Primary Responsibilities:

Grants Management

• Oversee and administer the Foundation’s general fund grant program.

• Counsel grant seekers on grant requests and general information inquiries.

• Perform due diligence checks and background research on current and potential grantees to ensure they meet the Foundation’s guidelines.

• Outline and execute a timetable for each grant cycle.

• Review and evaluate all letters of inquiry and grant proposal applications, ensuring compliance with IRS regulations and foundation requirements for all grantmaking.

• Generate and manage all grant contracts and, working with the Business Manager, ensure payments are issued in a timely manner.

• Manage all grant reporting schedules, including scheduling and conducting interim grant phone calls, reviewing post grant reports, and evaluating grantee compliance and outcomes.

• Assemble, create, and distribute electronic and paper grant meeting materials, including but not limited to Letter of Inquiry (LOI) screening and Grant Committee books.

• Assist foundation staff members in the administration of other grant portfolios, as needed.


Database Management and Reporting

• Administer and configure the Foundation’s grants management system (Fluxx), including the design, creation, and maintenance of all forms and workflows, external portal and internal dashboards, grantmaking budgets, and process documentation.

• Update and maintain all data in Fluxx, including but not limited to organization data, people/contact information, affiliation/name changes, and grants history.

• Drive ongoing Fluxx system improvements and proactively identify opportunities to streamline and simplify technology-enabled processes.

• Manage service tickets and serve as the vendor point of contact for all trouble-shooting and database upkeep.

• Update and maintain the grants administration procedure manual.

• Produce annual grantmaking reporting for use by auditors.

• Make recommendations for updates to the Foundation’s website to align with the Fluxx online grants portal and any changes to the Foundation’s funding processes, award cycles, or eligibility/funding guidelines.

• Train staff in the grants management database, as needed.


Other Duties

• Be informed and remain current on issues in philanthropy and the nonprofit community, especially as they relate to the Foundation’s interests and funding.

• Attend community events and professional association meetings pertinent to responsibilities.

• Provide administrative support to the Program Director and Business Manager, as needed.

• Assist the Program Director or other staff members in evaluating grant proposals and conducting site visits or conference calls, as needed.

• Other duties, as assigned.


Skills & Qualifications:

• Extensive comfort and experience working with a variety of technology software and platforms including but not limited to Microsoft Office SharePoint, Excel, grants management software (we use Fluxx), and third-party apps such as Survey Monkey and Constant Contact.

• Ability to synthesize and present data using visual tools (e.g. tables, charts, graphs) and written communication.

• Excellent multitasking, organizational and time-management skills, with the ability to prioritize and meet deadlines.

• Should have a passionate interest in helping nonprofits achieve their mission.

• Knowledge of Baltimore, Maryland and experience working in the nonprofit and philanthropic community a plus.

• Enthusiastic team-player possessing professional maturity, tact, and a sense of humor.

• Flexibility, as job responsibilities may evolve in small office setting over time.

• Must possess the highest levels of personal and professional integrity and confidentiality.

• Bachelor’s Degree required.


About Us:

Located in Baltimore, Maryland, the Marion I. & Henry J. Knott Foundation is a Catholic family foundation committed to honoring our founders’ legacy of generosity to strengthen our community. Learn more at


Salary and Benefits:

The median annual salary range for this position is in the $60,000’s. Benefits include health, dental, and vision insurance; 403(b) retirement matching; vacation, sick, and personal days; tuition reimbursement; a matching/discretionary grant allocation; and some hybrid/remote work capability. Application Deadline: Consideration of applications will begin on March 14. The posting may be closed at any time.


How to Apply:

Interested applicants should email a cover letter and resume (saved as one PDF) to In your cover letter, please address how your skills and experience relate to the position’s responsibilities. As we are a small office, we look forward to your email but are unable to respond to phone calls regarding this inquiry. Applicants who move forward in the process will be contacted directly and may be asked to participate in phone/video/in-person conversations, provide references, complete simulated work assignments, submit other work samples, or the like. The Knott Foundation is an equal opportunity employer.

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Submitting Organization: 
Marion I. & Henry J. Knott Foundation