Grant and Operations Manager

Incarnate Word Foundation; St. Louis (MO); On-site; USD 65,000 - 95,000; Full time

Benefits offered by this job

Health, dental, and vision insurance

Paid vacation and sick leave

403(b) retirement plan

Job summary

Incarnate Word Foundation in St. Louis seeks a Grants & Operations Manager to streamline grantmaking and office operations, ensuring accurate, timely, and well-managed processes.

The ideal candidate is highly organized, detail-oriented, and service-minded, capable of managing multiple workflows with care. Responsibilities include overseeing grant administration, maintaining Foundant systems, coordinating reviews, and supporting annual audits.

Qualifications

• Experience in grant administration, nonprofit operations, office management, or related areas.
• Knowledge of Foundant or similar grant management systems; Foundant experience is strongly preferred.
• Strong organizational skills with exceptional attention to detail.
• Ability to manage multiple priorities, deadlines, and processes simultaneously.
• Strong written and verbal communication skills.
• Demonstrated initiative, flexibility, and adaptability to changing priorities.
• Commitment to Catholic identity, social teachings, and values.

Responsibilities

• Oversee grant administration from application through award, payment distribution, reporting, and closure.
• Coordinate Foundant system, forms, workflows, and processes.
• Manage application review timelines, materials, and communications.
• Monitor deadlines; follow up on outstanding requirements and document completion.
• Prepare grant reports for staff and Board meetings.
• Provide administrative/operational support for projects and audits.
• Oversee day-to-day office operations and vendor coordination.

Skills

Grant administration

Nonprofit operations

Foundant knowledge

Organization & detail-orientation

Multitasking

Communication skills

Independent but collaborative

Education

Bachelor’s degree preferred

Tools

Foundant

Job description

Grant and Operations Manager

Incarnate Word Foundation is a St. Louis-based philanthropic organization committed to advancing justice, human dignity, and stronger communities. Guided by its Catholic identity and the values of the Sisters of Charity of the Incarnate Word, the Foundation partners with nonprofit organizations and community leaders to support meaningful and lasting impact. Through grantmaking, collaboration, and community engagement, the Foundation works to steward its resources thoughtfully and in service to others.

Position Overview

The Grants & Operations Manager strengthens the Foundation’s mission by ensuring that grantmaking and operational processes are accurate, organized, timely, and effectively managed. This role oversees the grant administration process and day-to-day office operations, helping to ensure that the Foundation’s resources are stewarded with care and that staff, applicants, grantees, and community partners experience clear and responsive processes.

The ideal candidate is highly organized and detail-oriented, with experience managing multiple processes and deadlines. They are committed to the Foundation’s mission and values and bring a thoughtful, service-oriented approach to their work and the communities the Foundation serves.

Key Responsibilities

Grant Administration

• Manage all stages of the grant administration process, from application through award, payment distribution, report tracking, and grant closure.
• Manage and maintain Foundant, including grant applications, forms, workflows, and system processes.
• Coordinate the application review process, including reviewer assignments, timelines, materials, and communications.
• Monitor application, payment, and reporting deadlines; follow up on outstanding requirements and document completion.
• Prepare grant reports and information for staff and Board meetings.
• Serve as a resource to staff, reviewers, applicants, and grantees regarding Foundant, applications, deadlines, and grant processes.
• Maintain the integrity and accuracy of grant information and records within Foundant.
• Identify opportunities to simplify and improve grant processes and the applicant and grantee experience.

Financial & Administrative Support

• Coordinate invoice processing and payment documentation.
• Maintain accurate financial records in collaboration with Foundation leadership and external accounting partners.
• Organize and prepare documentation needed for the annual audit.

Office Operations

• Oversee day-to-day office operations, administrative systems, and procedures.
• Identify opportunities to improve office processes, strengthen organization, and create greater efficiency.
• Coordinate office vendors, supplies, records, and other operational needs.
• Provide administrative and operational support for special projects as needed.

Qualifications

• Experience in grant administration, nonprofit operations, office management, or related areas.
• Knowledge of Foundant or similar grant management systems; Foundant experience is strongly preferred.
• Strong organizational skills with exceptional attention to detail.
• Ability to manage multiple priorities, deadlines, and processes simultaneously.
• Strong written and verbal communication skills.
• Demonstrated ability to take initiative, remain flexible, and adapt to changing priorities.
• Sound judgment and the ability to handle confidential information appropriately.
• Comfortable working independently while collaborating closely with a small team.
• Proficiency with standard office technology and the ability to learn and effectively use new systems.
• Bachelor’s degree preferred.
• Commitment to respecting and supporting the Foundation’s Catholic identity, social teachings, and values in carrying out its mission.

Benefits & Well-Being

Incarnate Word Foundation offers a competitive compensation and benefits package designed to support the well-being of its employees, including:

• 100% employer-paid health, dental, and vision insurance for employees
• Paid vacation and sick leave
• 403(b) retirement plan with employer contributions for eligible employees