Grants Administrator

POSITION INFORMATION Title: Grants Administrator Department: Corporate & Foundation Relations FLSA Status: Full-Time, Exempt Reports To: Executive Director of Corporate & Foundation Relations Starting salary: $70,000, commensurate with experience GENERAL DESCRIPTION This position will work with the Executive Director of Corporate & Foundation Relations to administer philanthropic grants at University of Hawai’i Foundation (UHF).
DUTIES AND RESPONSIBILITIES Grant Management Oversee UHF’s philanthropic grant management, reporting, and compliance activities.
Design and execute grant monitoring processes, including conducting file audits, assessments, documenting results and analyzing data trends.
Review grant agreements and award letters to ensure philanthropic intent, adequate protections, recommend alternative award terms, resolve problematic clauses, and negotiate terms with funders, as needed.
Work closely with accounting and finance department personnel, fundraisers, and grantee beneficiaries to ensure financial accounts have been established in accordance with UHF policies and awards are allocated appropriately.
Collaborate with internal stakeholders in support of grant processing, disbursements, and monitor allocations as required.
Work with UHF staff to document grant requirements and ensure timely reporting in accordance with corresponding gift and grant agreements.
Audit grants to ensure accuracy, spend down, and completion with all required grant agreements and award letters.
Work with UHF systems administration, accounting and finance, advancement services, and gift processing teams to maintain proper database protocols and ensure accuracy of data.
Maintain up-to-date organizational documentation for grant proposals and applications.
Ensure regular oversight of all grants and provide timely notification of any challenges or opportunities to Executive Director and/or funder.
Provide grant-related technical support and guidance for gift officers and UHF staff as needed.
Recommend improvements for grant management, including systems, policies, and procedures to ensure efficiency and effectiveness.
Pipeline Development Conduct comprehensive research to identify grant opportunities from foundations, corporations, and other philanthropic funding sources to drive new funding opportunities into UHF’s grant pipeline.
Leverage grants management tools and databases to assess prospective philanthropic funding sources for UH-driven priorities, projects and initiatives.
Develop, implement, and manage a process for advertising and communicating philanthropic grant opportunities to faculty, staff, researchers, and leadership across the University of Hawai’i (UH) system.
Prepare and present grant pipeline, forecasting, and fundraising reports.
Stewardship Oversee a small portfolio of complex stewardship assignments for key strategic corporate and foundation funders.
Develop and prepare impact reports for stakeholders as needed.
Facilitate opportunities for impactful engagement and stewardship with high-value philanthropic organizations and funders as needed.
Other Duties Serve as UHF’s main point-of-contact with University of Hawai’i’s Office of Research Services (ORS).
Prepare and present grant-related data to UHF and UH leadership as needed.
Attend fundraising and stewardship events as needed.
Perform supervisory duties and other tasks as required.
REQUIRED KNOWLEDGE SKILLS AND ABILITIES Bachelor’s degree and a minimum of three years of progressively responsible experience in corporate, higher education, or non-profit organization.
Knowledge of philanthropic grant funding sources, including foundations and corporate philanthropy.
Strong skills in grants management, including leveraging multiple systems to manage, deploy, track, and report grant revenue and progress.
Solid understanding of budgeting and financial reporting related to grant-funded projects.
Must be highly organized, detail-oriented, self-motivated, and able to work independently with minimal supervision to ensure accurate, complete, and timely accomplishment of assignments.
Demonstrated ability to write reports and procedures and communicate clearly and effectively in a variety of situations.
Strong track record of building and maintaining effective working relationships with internal and external stakeholders.
Proficient in Microsoft Word and Excel.
Must demonstrate flexibility, adaptability, and the ability navigate ambiguity with a positive attitude.
Possess cultural awareness and sensitivity.
Exemplify and live by the values of the UH Foundation (teamwork, accountability, service, trust, integrity, and excellence).
WORKING CONDITIONS Based at the University of Hawai‘i Foundation central location, the Grants Administrator will work primarily in an office environment and will need to sit or stand for extended periods while either working on a computer, performing desk related tasks, or attending meetings.
The position requires some travel.
The employee must have a valid driver’s license and an acceptable driving record or must have an acceptable mode of transportation.
The employee will need to work some evenings and weekends and must be able to work to the demands of the position, which may exceed a 40-hour work week.