Grants Coordinator
Reports To: Chief Executive Officer
Status: Full-Time
Salary: $38,000–$45,000 annually
Location: Muncie, Indiana
Department: Resource Development
Position Summary
The Grants Coordinator is a key member of the Boys & Girls Clubs of Muncie’s Resource Development team and is responsible for managing the organization’s institutional grant portfolio. This position leads the identification, development, submission, tracking, reporting, and compliance of foundation, corporate, and government grants.
Working closely with the CEO, Donor Relations Manager, program leadership, and organizational staff, the Grants Coordinator ensures that BGCM maintains a strong pipeline of grant opportunities and fulfills all requirements associated with awarded funding.
The Grants Coordinator also serves as a key connection between BGCM’s programmatic work and its resource development efforts by translating program activities, outcomes, data, and stories into compelling grant proposals and reports.
This position requires strong writing, organization, research, project management, and relationship-building skills, as well as the ability to manage multiple deadlines and work independently.
Essential ResponsibilitiesGrant Prospecting & Pipeline Development
- Research and identify foundation, corporate, and government funding opportunities aligned with BGCM’s mission, programs, and strategic priorities.
- Maintain a comprehensive grants pipeline and calendar, including application deadlines, reporting deadlines, award periods, renewal opportunities, and other funder requirements.
- Monitor funder websites, newsletters, databases, and other sources for new funding opportunities.
- Evaluate prospective opportunities for eligibility, alignment, funding potential, competitiveness, and organizational capacity.
- Make recommendations to the CEO regarding grant opportunities that BGCM should pursue.
- Maintain an accurate history of BGCM’s grant applications, awards, funders, and funding outcomes.
Grant Writing & Application Management
- Lead the development and submission of grant applications for foundation, corporate, and government funders.
- Draft compelling grant narratives, project descriptions, organizational statements, needs statements, goals, objectives, and other application materials.
- Coordinate with program staff to gather accurate program descriptions, timelines, activities, and participant information.
- Work with appropriate staff to gather outcome data, statistics, success stories, testimonials, and other evidence of impact.
- Coordinate with the CEO and finance staff to develop project budgets and other financial information required for applications.
- Maintain current organizational language, statistics, program descriptions, budgets, attachments, and other frequently requested grant materials.
- Ensure applications are complete, accurate, compelling, and submitted by required deadlines.
- Maintain organized electronic records of all applications and supporting materials.
Grant Reporting & Compliance
- Manage all grant reporting requirements and deadlines.
- Coordinate and prepare interim, final, and other required grant reports.
- Work with program staff to collect required programmatic information and documentation.
- Track grant deliverables, outcomes, benchmarks, and other performance requirements.
- Work with finance staff to monitor grant expenditures and ensure spending aligns with approved budgets and funding restrictions.
- Maintain documentation related to grant requirements, deliverables, expenditures, and compliance.
- Review grant agreements and communicate important requirements, restrictions, and deadlines to appropriate staff.
- Identify potential compliance concerns and communicate them to the CEO in a timely manner.
- Assist with funder site visits, audits, monitoring visits, and other compliance activities.
Program Data & Impact Communication
- Serve as a primary resource development contact for gathering and communicating program outcomes and impact information needed for grants.
- Work with program leadership to identify measurable outcomes and meaningful stories that demonstrate BGCM’s impact.
- Translate program data into clear and compelling narratives for grant applications and reports.
- Maintain current program statistics and outcome information relevant to grant development.
- Collaborate with program staff to ensure grant-funded activities and outcomes are appropriately documented.
- Help identify gaps in data or documentation that could affect BGCM’s ability to secure or report on grant funding.
- Work with appropriate staff to ensure grant applications and reports accurately reflect BGCM’s programs and impact.
Funder Relationships & Stewardship
- Support the CEO in maintaining strong relationships with foundation, corporate, and government funders.
- Serve as the primary day-to-day contact for administrative and reporting matters related to assigned grants.
- Prepare funder updates, impact summaries, reports, presentations, and other stewardship materials.
- Track grant renewal opportunities and recommend strategies for continued or increased funding.
- Assist the CEO with preparation for funder meetings and communications.
- Maintain accurate records of funder communications and grant relationships.
Resource Development Team Responsibilities
As a member of BGCM’s Resource Development team, the Grants Coordinator will:
- Collaborate with the CEO and Donor Relations Manager to achieve BGCM’s overall fundraising and revenue goals.
- Participate in development planning and strategy discussions.
- Provide regular updates on grant opportunities, applications, awards, pending decisions, and reporting requirements.
- Identify opportunities to leverage grant funding with individual, corporate, and community fundraising efforts.
- Contribute to the development of annual fundraising goals and projections related to institutional funding.
- Assist with organization-wide fundraising initiatives and events as appropriate.
- Represent BGCM professionally with funders, community partners, and other external stakeholders.
Administrative Responsibilities
- Maintain accurate and organized grant records and files.
- Maintain grant-related information in BGCM’s fundraising and/or grant management systems.
- Prepare regular grant pipeline and revenue updates for the CEO.
- Maintain a master calendar of grant applications, awards, reporting deadlines, and renewals.
- Develop and maintain standardized templates and processes to improve the efficiency and quality of BGCM’s grant operations.
- Participate in staff meetings, professional development, and organizational activities.
- Perform other duties as assigned by the CEO.
QualificationsRequired
- Two or more years of experience in grant writing, nonprofit development, fundraising, communications, program administration, or a related field; equivalent relevant experience may be considered.
- Demonstrated ability to write clearly, persuasively, and professionally.
- Excellent organizational skills and strong attention to detail.
- Ability to manage multiple projects and deadlines simultaneously.
- Strong research, critical thinking, and problem-solving skills.
- Ability to independently manage projects from beginning to completion.
- Strong interpersonal and communication skills.
- Ability to work collaboratively with staff across multiple departments.
- Proficiency with Microsoft Office or Google Workspace.
- Commitment to the mission of Boys & Girls Clubs of Muncie.
Preferred
- Bachelor’s degree in nonprofit management, communications, English, public administration, business, or a related field.
- Previous experience writing and managing foundation, corporate, or government grants.
- Experience with grant reporting and compliance.
- Experience working for a nonprofit organization.
- Experience working with budgets and financial information.
- Experience using donor, fundraising, or grant management databases.
- Experience collecting, analyzing, or communicating program outcomes.
- Knowledge of youth development, education, workforce development, or other areas relevant to BGCM’s programs.
Core Competencies
Grant Writing & Communication
Produces compelling, accurate, and audience-appropriate grant proposals, reports, and other written materials.
Organization & Project Management
Effectively manages multiple grants, deadlines, deliverables, and competing priorities.
Research & Strategic Thinking
Identifies promising funding opportunities and evaluates their alignment with BGCM’s priorities and capacity.
Attention to Detail
Maintains accuracy and completeness in applications, budgets, reports, compliance documentation, and grant records.
Collaboration
Builds productive relationships with program, finance, development, and leadership staff to gather and communicate information.
Accountability & Initiative
Takes ownership of the grant process and proactively identifies upcoming needs, challenges, and opportunities.
Relationship Building
Develops professional relationships with funders and represents BGCM positively in the community.
Mission Alignment
Demonstrates a strong commitment to helping young people reach their full potential and advancing the mission of Boys & Girls Clubs of Muncie.
Measures of Success
Success in this position will be demonstrated through:
- A strong and well-maintained grant pipeline.
- Grant applications submitted accurately and on time.
- Grant reporting deadlines consistently met.
- High-quality grant proposals and reports that effectively communicate BGCM’s needs and impact.
- Successful compliance with funder requirements.
- Strong renewal and continuation rates among existing funders.
- Identification of new funding opportunities aligned with BGCM’s strategic priorities.
- Accurate and timely communication of grant activity and projected revenue to the CEO.
- Strong coordination between Resource Development, program, and finance functions.
- Effective use of program data and outcomes in grant applications and reports.
- Contribution to BGCM’s overall institutional fundraising and revenue goals.
Compensation
The salary range for this position is $38,000–$45,000 annually, commensurate with experience and qualifications.
Work Environment
This position primarily works in a professional office environment but may occasionally require attendance at BGCM program sites, community events, funder meetings, and organizational activities. Some evening or weekend work may occasionally be required based on organizational events or responsibilities.
Equal Opportunity Statement
Boys & Girls Clubs of Muncie is an equal opportunity employer. We are committed to creating an inclusive workplace and do not discriminate on the basis of legally protected characteristics.
Pay: $36,000.00 - $45,000.00 per year
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Professional development assistance
- Retirement plan
- Vision insurance
Education:
Work Location: In person
