Job Overview: In partnership with program, finance, and development teams in both Seattle, Spokane, and Missoula, the Grants Team works to leverage public and private funding opportunities through prospecting, proposal development, grants, and subaward contract management. IRC WA & MT’s grant portfolio supports more than 10 program areas and includes over 100 funding streams. The Senior Grants Coordinator is primarily responsible for overseeing the full range of pre- and post-award activities required to prepare concept notes, proposals, and budgets, comply with internal approval processes, and align with compliance requirements of public agencies, private foundations, and other funders. Work is performed in collaboration with senior leadership, finance, programs, as well as HQ’s technical assistance teams and awards and business development units. This position supervises a Grants Administrator and reports to the Sr. Manager, Development & Strategic Engagement. 

Major Responsibilities: 

Grants Coordination

Prospecting

• Consult regularly with Program Leads and Senior Leadership to understand IRC Washington’s programs, program needs, and strategic vision.

• Assess funding opportunities for specific program areas and projects in accordance with IRC Washington’s program needs, objectives, and strategic plan.

• Ensure maintenance and management of IRC Washington funding prospect and proposal calendar and track opportunities. 

• Coordinate opportunity go/no-go decision process with senior management team to ensure equal opportunity across programs and objective, strategic decision-making process. 

Proposal Development (Pre-Award)

• Lead development of concept notes, expressions of interest, and grant proposals, including ensuring budgets, log frames, program design, and narrative comply with funder requirements and meet high quality standards in coordination with Program/Site Leads, MEL Manager, Finance Manager, and headquarters’ Resource Acquisition and Management (RAM) department.

• Provide grant writing expertise to support high quality proposals. 

• Review funding opportunities and highlight noteworthy areas of compliance or concern with Program Leads, finance, and/or others as relevant. 

• Apply advanced organization and management skills to proposal development process ensuring clear expectations, appropriate support, timely feedback, and compliance with IRC processes and timelines. 

• Coordinate with RAM, Finance, Development, and Program Leads to ensure partners (i.e. potential sub awardees) are vetted and agreements are developed and signed according to IRC’s Partnership Excellence for Equality and Results System (PEERS) pre-award protocols. 

• Ensure coordination of proposal planning meetings and drive proposal development, task assignments, checklists, and timeline. 

• Review proposal narratives, budgets, and attachments for quality and compliance with donor requirements; support translation of internal IRC budgets to donor budget format, as required.

• Ensure use and maintenance of proposal tracking and donor tracking systems and regularly update the WA leadership team with accurate data.

Grants Management (Post-Award)

• Coordinate grant/award negotiation and agreement stage with donors and ensure contract terms are understood and agreeable with Finance and Program teams. 

• Review grant award and agreements to fully understand compliance requirements, approved budgets, allowable activities and expenses, in consultation with Program Leads, finance team, and RAM. 

• Work with RAM & Finance to ensure compliance with IRC post-award processes and smooth execution of new funding agreements and amendments. 

• Collaborate with Program Leads and finance team to modify final budgets as requested by donor and communicate with RAM to ensure incoming restricted funds will be tracked.

• Coordinate post-award PEERS process to ensure sub-awardees’ contracts are drafted with detailed information on scope of work, deliverables, fund disbursement, and monitoring plans in coordination with the partners and program teams, and in compliance with Finance and RAM.

• Ensure facilitation of grant opening/closing meetings in partnership with relevant program lead and ensure program and finance teams are fully aware of donor requirements. 

• Support Grants Administrator to initiate, track, and ensure completion of finance and accounting processes to initiate spending under new funding streams; ensure communication with all relevant staff. 

• Ensure maintenance of grants management tracking and donor report tracking systems and regularly update the WA leadership team with accurate data.

• Manage and maintain grant reporting calendar across all funding streams and programs and support program teams in developing, preparing, and submitting required grant reports. 

• Work with Monitoring, Evaluation, and Learning Manager and program teams to ensure ongoing data collection that supports tracking of program outcomes and impact as well as required reporting. 

• Coordinate donor reports for private funders.

• In collaboration with programs team, provide support and review of other donor reports as needed. 

• Work with Program leads and Grants Administrator to ensure processes are in place to collect, document, and track grant-required match and that roles and responsibilities are clear. 

Supervision & training:

• Provide direct supervision and support to Grants Administrator to ensure workload is managed in a way that respects and promotes work life balance and professional growth.

• Identify areas of support, skill development, and training needed to cultivate proposal development skills of relevant program staff. 

• Support training/workshops led by Sr. Manager, Development & Strategic Engagement on program design, proposal development, opportunity evaluation, and other relevant topics for Program Leads and other staff. 

• Work with team to support the development of grant proposal toolkits relevant to different program areas and across all program areas. 

• Maintain library of high-quality data, boilerplate language, and resources on a variety of relevant topics for use in proposal development, concept notes, and other fundraising.

Systems & Accountability:

• Manage continuous improvement on the utilization of process management tools to track opportunity pipelines, award management, and reporting in coordination with senior management, finance, and program staff.

• Ensure the go/no-go review process of opportunities is consistently applied and strengthened in partnership with senior management team.

• Maintain proposal calendar, pipelines, grants tracking, and regularly update senior management with timely data and information.

Key Working Relationships: 

• Position Reports to: Sr. Manager, Development & Strategic Engagement

• Position Supervises: Grants Administrator

• Indirect Reporting: Deputy Director of Programs, Senior Management Team
  Other Internal and/or External Contacts:Internal: Program Leads across all program departments, Finance Manager, Deputy Finance Manager and Finance team, Development Manager and team, Resource Acquisition and Management team (HQ), Monitoring, Evaluation, and Learning (MEL) ManagerExternal: Public funders at city, county, state, and federal levels; local/state partners and stakeholders; community service partners; corporate and foundation partners

Job Requirements:

Professional Experience: 

• Significant (3+ years) professional experience in non-profit business development, proposal development, grant writing, grant management, or relevant areas required 

• Demonstrated success with proposal development measured by number of proposals submitted and percentage of awards received

• Experience coordinating robust grant portfolio including proposal development, grant writing, grant management, funder compliance, reporting, and related areas of responsibility

• Proven ability to develop and maintain organized and streamlined systems for managing processes and tracking status and progress

• Formal grant writing training (certificate program, professional course, continuing education, etc.) strongly preferred. 

• Certification or continuing education in project management and/or fundraising a plus

• Experience managing staff, coaching and training staff, and developing staff skills in areas of proposal development, project design, and grant management

Demonstrated Skills and Competencies: 

• Excellent writing, research, and organizational skills

• Highly developed organizational skills and systematic process management ability

• Competence working in a multi-cultural environment with people from different backgrounds and levels of experience

• Familiarity with grants process of government funding agency(ies) (federal, state, and county/city level) 

• Commitment to anti-racism and ongoing learning

• Familiarity with the Washington and/or Montana non-profit environment strongly preferred

• Understanding and comfort working with budgets and finance departments

• Ability to work autonomously in scheduling and prioritizing within tight deadlines and focus on high quality work product

• Self-directed but with strong interpersonal skills and the ability to work well within a team

• Ability to collaborate well and provide leadership, direction, partnership, and support

• Proficiency in Microsoft Office applications: Word, Excel, Outlook, and project management tools

• Comfort with web-based databases and platforms; ability to learn new systems quickly

• Excellence in written and spoken English

• Lived experience as a refugee or immigrant is preferred

• In lieu of lived experience, experience working with refugees and/or immigrants; cross-cultural or overseas experience accepted

Compensation: ($80,168.40 - $80,837.14). Ranges are based on various factors including the labor market, job type, internal equity, and budget.  Exact offers are calibrated by work location, individual candidate experience and skills relative to the defined job requirements. 

Working Environment: 

• Flexible hybrid office environment (remote and in-office)

• Occasional travel to Spokane, Seattle, or Missoula (depending on home location) require