Grants Coordinator

JOB SUMMARY:

The Grants Coordinator at The Kahlert Foundation plays a critical role in the grant-making process. The coordinator interfaces directly with Maryland grantees and prospective grantees and ensures compliance with the Foundation’s standards, guidelines and priorities. Provide support for grants processing, including tracking grants made by the organization and obtaining and maintaining reports required from grantees. Offers the highest level of customer service to applicants and grantees. Monitors, maintains, and updates grant records and files. Provides clerical and administrative support as required. 

GRANT PROCESS (75%)

• Serve as a liaison between the foundation and grant seekers, responding to inquiries about the process, timeline, and requirements.
• Implement grants administrative procedures, including but not limited to IRS and state compliance screenings.
• Reviews letters of inquiry (LOI) and conducts an initial review of all submitted materials, and screens submissions for eligibility and completeness. Provides summary to Executive Director.
• Research applicant organizations, compile information specific to grant proposals, collect background information.

• Maintain frequent communication with applicants and grantees, including assisting them with the application process and reminding them about upcoming deadlines and reporting requirements.
• Schedule mid-year grant meetings for Executive Direct and President for all grantees to receive and update on the organization and grant impact and effectiveness.
• Review grant reports for completeness and summarize the status of a grant for Executive Director and President. 
• Manage and maintain accurate and complete database grant records, ensuring consistency and compliance with legal, IRS, audit and Foundation regulations and guidelines.
• Handle sponsorship inquiries, processing, and benefit details to ensure the Foundation is appropriately recognized and represented.
• Draft and prepare grant award letters and emails.
• Prepare and coordinate payment instructions and information for grants.
• and Logs grant awards and payments in the grants management system. 
• Attend professional conferences and training sessions to further education regarding grant making and CRM management, as needed.

ADMINISTRATION AND BUSINESS CORRESPONDENCE (25%)

• Respond to email and phone calls from community members requesting assistance in a timely manner.
• Draft and edit professional business correspondence on behalf of the President, including emails, letters, and other written communications.
• Provide general administrative duties such as plan travel arrangement, schedule meetings, and organize files for leadership.
• Do other administrative duties as required-e.g., contact list management, mail merge, mailing labels.
• Assist with content updates for the Foundation’s website and social media, ensuring timely and accurate sharing of news and grantee highlights.
• Support special projects, events, or community meetings as assigned.
• Represent the Foundation professionally at occasional site visits or partner events (as needed).