Grants Administrator

Broad Reach Foundation is a private family foundation focused on promoting healthy ecosystems, coexistence, community resilience, and human well-being. The Foundation’s varied grantmaking priorities include toxic chemical reform, climate change, healthy ecosystems, the State of Maine, nutrition, careworker rights, the arts, and international human rights and diplomacy. Their grants nurture new ideas, champion underrepresented viewpoints, and advance innovative approaches that lead to sustainable change.

The Foundation will make significant shifts to its grantmaking in 2025 and seeks to fill a newly created full-time, Grants Administrator role. Historically, Broad Reach Foundation has made its grants through Donor Advised Funds (DAF). Starting this year, the Foundation will begin direct grantmaking and reduce reliance on the use of DAFs over time. In addition, the Foundation will replace its existing grants management system with a new system to better meet its evolving needs. In this newly created position, the Grants Administrator will play a leadership role in supporting these shifts, including selecting and implementing the new grants management system, as well as managing day-to-day grants administration for the Foundation as it steadily increases its grants budget. The Foundation currently employs a part-time Grants and Database contractor who will stay in place for a few months to ensure a smooth transition to the new, permanent Grants Administrator position.

The Foundation made $31 million in grants in 2024 and plans to increase to $43 million in 2025. In the past year, the Foundation recommended 465 grants through its DAF partners, representing a blend of general operating, multi-year and project-specific support determined through a mix of competitive RFP and invite-only proposal intake processes that vary by program area. Grant decision-making is typically delegated to grant committees for each program area, some comprised of board members and senior advisors and others comprised of external leaders who bring community and subject-matter expertise.

The Foundation is a virtual organization with a team of six fully remote staff members and a board of three family trustees. Operating quietly for its first twenty years, the Foundation hired its first program staff in 2022 and an inaugural Executive Director in 2023. The Foundation has incrementally increased its public-facing presence and plans to launch its first website in summer 2025. The new Grants Administrator will join the team at an exciting moment as the Foundation is expanding its organizational capacity and honing a strategy for growth and increased impact.

Role Responsibilities:

THE OPPORTUNITY

Reporting to the Executive Director, the Grants Administrator will work closely with the Program team to support day-to-day grants management, ensure data integrity, and provide grants administration support to applicants, grantees, and staff. The Grants Administrator will be the Foundation’s “super user” for its grants management system and use this fluency to provide timely analysis of grant data, implement process improvements, and ensure smooth grants processing within internal deadlines. Primary duties of the Grants Administrator include:

Grants Administration:

• Administer all components of the grant cycle, including distributing proposal invitations, pre-populating proposal summaries, docket preparation, award letters, payment processing, and reporting. This includes all data entry and documentation associated with these processes.
• Provide preliminary review of incoming applications and reports for completeness. Engage with applicants and grantees to gather required materials and trouble-shoot questions about application procedures, deadlines or online application portal.
• Develop fluency with requirements of DAF partners and proactively work with program staff to ensure all materials are in order and applicants meet eligibility and compliance requirements.
• Support periodic “direct submit” application or RFP processes that do not use the online grants application portal. Assist with collecting and organizing application materials and uploading to system.
• Prepare relevant grant docket materials for Board, committees, staff, and other audiences.
• Provide clear, concise instruction on grants administration policies and procedures to both grantees and staff, including updates to information on the online application portal.
• Anticipate peak workload periods and provide assistance to program team to meet internal deadlines.
• Work with the staff team to develop a timeline and implementation plan for increasing grants paid by the Foundation rather than through Donor Advised Funds (DAF). Partner with the Executive Director to ensure a smooth transition while simultaneously proceeding with current grant cycles.

Grants Management System Selection and Implementation:

• Research and recommend optimum grants management system, manage implementation of the new system and manage migration from the old system.
• Work with grants management system vendor and tech support to troubleshoot and resolve issues. Stay apprised of software updates and proactively identify ongoing training needs.
• Work with Grants and Database contractor to ensure smooth transition from current system to the new system, while navigating existing workflows and deadlines.
• Work with Program staff to maintain currency of grant data and encourage their independent use of the grants management system.
• Coordinate with grants management system vendor to make revisions to the online application portal and templates.

Workflow Process and Data Analysis:

• Work internally with program staff and other stakeholders to structure and implement grantmaking requirements and ensure effective workflow.
• Identify opportunities to optimize and create efficiencies in grant workflow, while ensuring continued quality and timeliness across all aspects of the grant cycle.
• Actively seek ways to streamline proposal application, award and reporting processes for grantees.
• Provide accurate grant data and analysis to support internal planning, 990 and audit work and cash flow planning.
• Ensure Foundation is meeting compliance requirements related to grant documentation and reporting.
• Respond to periodic requests for customized reporting and analysis, including monitoring key stats such as grant processing time.
• Provide insight and strategic advice about how to best leverage grants management system and processes in support of the Foundation’s learning and evaluation.

Stakeholder Support:

• Provide timely, excellent customer service to applicants and grantees. Work with program staff to ensure grantmaking inquiries are responded to appropriately.
• Serve as advisor for grants management system with both internal and external audiences, including providing technical assistance to grantees or staff.
• Communicate grant administration guidelines, deadlines, and policies to staff, grantees, and applicants. Provide reminders for key dates and deadlines associated with each grant cycle.
• Maintain clear and consistent procedures while also recognizing when flexibility and adjustments are needed to be more responsive to grantees or staff.
• Work collaboratively with the finance team to ensure accurate records of all grant expenditures and integration with the Foundation’s accounting system.

DESIRED QUALIFICATIONS

Strong candidates will bring a minimum of 3-5 years of relevant experience in grants management, as well as strong database and data analysis skills. The ideal candidate will be able to balance strong attention to detail with an engaging, consultative, relationship-focused approach to working with people. While no one candidate will embody all the qualifications enumerated below, strong candidates will possess many of the following professional and personal abilities, attributes and experiences:

• A record of excellence leading a grants administration function in a fast-paced, deadline-driven environment.
• Ability to communicate effectively and collaboratively across a broad range of internal and external stakeholders.
• Strong customer service orientation and desire to support internal and external stakeholders.
• Excellent organizational and project management skills that reflect an ability to perform and prioritize multiple tasks seamlessly with consistent attention to detail.
• Creative and innovative thinker who proactively identifies opportunities for process improvements, proposes solutions and is attuned to evolving best practices and tools in the field.
• Proven analytical skills – experience with qualitative and quantitative data collection, analysis, and presentation.
• Strong technical acumen including excellent database management and reporting skills; proficiency in Microsoft Office Suite – Excel, Word, and Outlook; and broad familiarity with CRM or grants management systems.
• Ability to thrive in a remote team environment, be self-motivated and willing to seek guidance and partnership effectively where needed to move the work forward.
• Working knowledge of IRS rules and regulations for private foundations.
• A generous and curious nature, coupled with a sense of humor and grace under pressure.

COMPENSATION AND BENEFITS

Broad Reach Foundation offers competitive pay with a salary range of $85,000 - $95,000 depending on prior skills and experience. Comprehensive benefits include medical, vision, and dental insurance for the employee and dependents, HSA Contribution, 401k match up to 5% of base compensation, long-term and short-term disability, and a monthly stipend for home office expenses. Full-time employees receive 20 days of PTO, 12 days of sick leave, and 13 paid holidays. The Grants Administrator will have a professional development and conference budget to support ongoing learning and training needs.

This position is fully remote, candidates can live anywhere within the United States. Working hours are generally considered to be 9:00 am – 5:00 pm in the particular time zone of the staff member’s home, Monday through Friday. Domestic travel is required 2-3 times annually for board/staff gatherings and professional development.

TO APPLY

Broad Reach Foundation is partnering with Allison Kupfer Poteet , Emily McCarthy , and Ebony Breaux-Liang of NPAG on this search. Due to the pace of this search, candidates are strongly encouraged to apply as soon as possible. Candidates may submit their cover letter, outlining their interest and qualifications, along with their resume via NPAG’s website .

Broad Reach Foundation is an equal opportunity employer and proudly values diversity. Candidates of all backgrounds are encouraged to apply.