Position Summary: Under the supervision and direction of the Chief Program Officer, the Grants and Contracts Coordinator serves within Program Administration and is responsible for supporting agency-wide grants development, contracts administration, contract compliance tracking, funding research, proposal coordination, grant reporting, and deliverable monitoring activities. The Grants and Contracts Coordinator works collaboratively within a multidisciplinary team that includes program leadership, program analytics, finance, and executive leadership to support funding acquisition, contract management, reporting compliance, and organizational sustainability.
The position is responsible for coordinating grant and contract activities throughout the full funding lifecycle, including prospect research, proposal preparation, contract tracking, reporting coordination, deadline management, data collection, and maintenance of grant and contract records. The position serves as a key resource to support organizational growth by ensuring that funding opportunities, reporting requirements, contractual obligations, and program deliverables are effectively managed and communicated throughout the agency.
Essential Responsibilities:
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Conduct research and identify public, private, corporate, foundation, and government funding opportunities aligned with agency priorities and strategic goals.
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Monitor funding announcements, Requests for Proposals (RFPs), Requests for Qualifications (RFQs), Notices of Funding Opportunities (NOFOs), and other funding opportunities.
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Coordinate grant application development activities, including timelines, document collection, proposal preparation, and submission processes.
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Develop and maintain agency grant boilerplate language, organizational narratives, program descriptions, demographic information, outcome data, and other proposal resources.
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Maintain grant calendars, reporting schedules, deliverable tracking systems, and funding opportunity pipelines.
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Monitor contract expiration dates, renewal requirements, insurance documentation, and related compliance requirements to support uninterrupted program operations.
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Coordinate collection, organization, and maintenance of program outcomes, service statistics, performance metrics, and agency impact data to support grant applications and reports.
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Collaborate with the Chief Program Officer, Program Analyst, Finance Department, and program leadership to prepare grant applications, funding requests, budgets, reports, and supporting documentation.
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Prepare and submit interim, quarterly, annual, and final grant reports in accordance with funder requirements.
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Track grant deliverables, reporting requirements, expenditure deadlines, and performance obligations to ensure ongoing compliance.
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Maintain complete and accurate grant files, contract files, reporting records, correspondence, and supporting documentation.
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Assist in the review, tracking, execution, renewal, amendment, and maintenance of program contracts, agreements, memoranda of understanding, and funding agreements.
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Monitor contract performance requirements and support program leadership in maintaining compliance with contractual obligations.
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Coordinate internal routing and signature processes for grants, contracts, amendments, and related funding documents.
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Establish and maintain positive working relationships with funders, contractors, community partners, and agency stakeholders.
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Assist with funding strategy development by analyzing service trends, community needs, program outcomes, and funding opportunities.
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Support agency audit, monitoring, and compliance activities related to grants and contracts.
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Other duties as assigned.
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Grant applications, reports, and contract deliverables are submitted accurately and on time.
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Grant and contract tracking systems remain current, accurate, and complete.
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Funding opportunities are proactively identified and communicated to leadership.
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Program data, outcomes, and supporting documentation are readily available to support funding requests and reporting activities.
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Contractual obligations, reporting requirements, and deliverables are successfully monitored and maintained.
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Grant proposals, reports, and supporting documentation consistently meet agency quality standards.
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Strong collaborative relationships are maintained with program departments, funders, contractors, and community partners.
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Master's degree in Public Administration, Nonprofit Management, Public Policy, Communications, English, Business Administration, Public Health, Social Work, or a related field.
- Minimum two (2) years of progressively responsible experience in grants management, grant writing, contracts administration, nonprofit development, program administration, or a related field required. Three (3) years preferred.
- Experience supporting public and private funding portfolios, including foundation grants, government grants, government contracts, fee-for-service agreements, and other funding mechanisms preferred.
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Demonstrated experience researching, preparing, coordinating, and submitting grant applications, funding proposals, reports, and supporting documentation.
- Experience coordinating and maintaining contracts, grant agreements, memoranda of understanding, amendments, scopes of work, and related funding documents.
- Experience tracking grant deliverables, contract requirements, reporting deadlines, performance measures, and compliance obligations.
- Strong project management skills with the ability to coordinate multiple concurrent projects, deadlines, stakeholders, and funding requirements.
- Exceptional organizational skills and attention to detail, particularly related to grant applications, reporting requirements, contractual obligations, budgets, and compliance documentation.
- Strong technical writing, editing, proofreading, and document preparation skills.
- Experience interpreting grant guidelines, funding announcements, Requests for Proposals (RFPs), Requests for Qualifications (RFQs), Notices of Funding Opportunities (NOFOs), contracts, and reporting requirements.
- Working knowledge of nonprofit budgeting, financial reporting, and grant reimbursement processes preferred.
- Experience utilizing electronic records systems, databases, Salesforce or comparable CRM systems, Microsoft Office applications, and Excel.
- Strong written, verbal, interpersonal, and presentation skills.
- Ability to establish and maintain effective working relationships with program staff, leadership, funders, contractors, government agencies, and community partners.
- Ability to maintain confidentiality and exercise sound professional judgment.
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Commitment to the mission, values, and goals of Catholic Charities East Bay.
- Knowledge of grant development, grants management, contract administration, and funding compliance principles and practices.
- Ability to research, evaluate, and identify funding opportunities that align with organizational priorities, strategic goals, and community needs.
- Ability to utilize program data, service trends, performance metrics, and community needs assessments to support grant development, contract management, strategic planning, and funding recommendations.
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Strong project management skills, including the ability to coordinate multiple concurrent projects, deadlines, deliverables, reporting requirements, and stakeholder expectations.
- Exceptional organizational skills and attention to detail, including the ability to maintain accurate records, tracking systems, grant files, contract files, and reporting documentation.
- Strong analytical and problem-solving skills, including the ability to collect, evaluate, synthesize, and present information from multiple sources to support funding, reporting, and strategic decision-making.
- Ability to interpret grant guidelines, contracts, funding requirements, reporting obligations, regulations, and organizational policies and translate them into practical operational processes.
- Strong technical writing, editing, proofreading, and document preparation skills, including the ability to prepare proposals, reports, correspondence, boilerplate language, and funding-related documentation.
- Ability to coordinate and collaborate effectively with multidisciplinary teams, including program leadership, finance, program analytics, quality assurance, administrative staff, funders, contractors, and community partners.
- Ability to establish and maintain positive professional relationships with funding agencies, foundations, government entities, contractors, and community stakeholders.
- Proficiency in electronic records systems, grant management systems, databases, CRM platforms, Microsoft Office applications, and advanced Excel functions.
- Ability to manage confidential information and exercise sound professional judgment in complex and sensitive situations.
- Flexibility and adaptability in a fast-paced environment with changing priorities, competing deadlines, and evolving funding opportunities.
- Demonstrated commitment to continuous improvement, organizational effectiveness, and funding sustainability.
