Grant Administration & Operations Specialist (Hybrid)

For Others Collective; Franklin (TN); Hybrid; USD 70,000 - 100,000; Full time

Job summary

For Others Collective is seeking an administrative engine to support the EVP of Strategic Partnerships and the Program Manager in Franklin, Tennessee. This execution-focused role coordinates grant paperwork, CRM data entry and hygiene, calendars, travel logistics, meeting preparation, and note capture to keep the team aligned and compliant.

Responsibilities emphasize accuracy, timeliness, and proactive follow-through, with no direct reports.

Qualifications

• Bachelor’s degree preferred; equivalent administrative experience will be considered.
• 3+ years in administrative, executive assistant, grants administration, or program support role.
• Experience in child welfare, foster care, or family-serving organizations is preferred, but not required.
• Demonstrated experience managing complex calendars for more than one leader at a time.
• Hands-on experience with grant paperwork, compliance tracking, or contract administration.
• Strong CRM or database experience with a track record of clean, reliable data. Blackbaud Raiser’s Edge NXT or a comparable platform is a plus.
• Advanced Microsoft 365 skills — Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
• Excellent written and verbal communication, including the confidence to follow up with senior leaders and external partners.
• Exceptional attention to detail and accuracy while working against deadlines.
• The ability to carry many small tasks at once without losing any of them.
• Discretion and sound judgment with confidential information.

Responsibilities

• Draft and prepare grant agreements, and award documentation for partners, working from direction set by the Program Manager and EVP.
• Facilitate new partner meetings to ensure partners are aware of reporting requirements.
• Maintain the grant tracking system — deadlines, requirements, reporting dates, payment status, and budget notes — as the single source of truth.
• Monitor reporting requirements and follow up with partners so submissions arrive complete and on time.
• Route grant paperwork for review, signature, and approval, and confirm each file is complete before close-out.
• Support finance with expense tracking, coding, and reconciliation against the granting budget; flag variances for the Program Manager rather than resolving them independently.
• Assemble compliance documentation and prepare routine review packets for internal stakeholders.
• Own data entry and data hygiene in the CRM: partners, contacts, gifts, grants, and activity history.
• Run scheduled clean-up passes — deduplication, field standardization, and missing-data audits.
• Pull and format standard reports, lists, and exports on request.
• Maintain organized, clearly named files in shared storage with dependable version control.
• Manage the Program Manager’s and the EVP’s calendars: scheduling, rescheduling, holds, buffers, and conflict resolution across time zones.
• Schedule and stage meetings with partners, state agencies, and internal teams: invitations, links, rooms, and materials.
• Prepare agendas in advance, capture accurate notes, and track action items through to closure.
• Handle correspondence and routine follow-up on the team’s behalf.
• Gather and compile background information on states, partners, and organizations as directed — collecting and organizing the material, with interpretation and recommendations owned by the Program Manager and EVP.
• Format documents, briefs, and decks to For Others brand standards.
• Proofread and quality-check materials before they go to leadership, partners, or the public.
• Provide administrative support to team projects, meetings, and events as assigned.
• Work closely with teammates to keep operations seamless and the environment positive.
• Additional tasks as assigned.
• This position reports to the Program Manager, who sets day-to-day priorities and directs the workload. It also provides direct administrative support to the EVP of Strategic Partnerships— calendar, travel, meetings, and correspondence. When those two demands compete, the Program Manager determines the order of work in consultation with the EVP. This role has no direct reports.
• Bachelor’s degree preferred; equivalent administrative experience will be considered.
• 3+ years in administrative, executive assistant, grants administration, or program support role.
• Experience in or knowledge of child welfare, foster care, or family-serving organizations is preferred, but not required.
• Demonstrated experience managing complex calendars for more than one leader at a time.
• Hands-on experience with grant paperwork, compliance tracking, or contract administration.
• Strong CRM or database experience with a track record of clean, reliable data. Blackbaud Raiser’s Edge NXT or a comparable platform is a plus.
• Advanced Microsoft 365 skills — Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
• Excellent written and verbal communication, including the confidence to follow up with senior leaders and external partners.
• Exceptional attention to detail and accuracy while working against deadlines.
• The ability to carry many small tasks at once without losing any of them.
• Discretion and sound judgment with confidential information.

Skills

Calendar management

Executive support

Communication

Attention to detail

Discretion

Education

Bachelor’s degree preferred

Administrative experience considered

Tools

CRM systems

Blackbaud Raiser’s Edge

Microsoft 365

Outlook

Excel

Job description

For Others Collective is seeking an administrative engine to support the EVP of Strategic Partnerships and the Program Manager in Franklin, Tennessee. This execution-focused role coordinates grant paperwork, CRM data entry and hygiene, calendars, travel logistics, meeting preparation, and note capture to keep the team aligned and compliant.

Responsibilities emphasize accuracy, timeliness, and proactive follow-through, with no direct reports.