Grant Operations & Administrative Manager

Spectraforce Technologies; Nashville (TN); Hybrid; USD 70,000 - 95,000; Full time

Job summary

Spectraforce Technologies is seeking an Administrative Services Manager in Nashville, TN. You will oversee grant administration, budgeting, compliance, and reporting while coordinating with program leadership, fiscal teams, contracts, procurement, and external partners.

Hybrid work arrangement applies with 1 day onsite and 4 days remote. This contract-to-hire role focuses on accurate recordkeeping, audit readiness, and timely grant deliverables.

Qualifications

• Experience in administrative management, grant administration, program coordination, budgeting, accounting, or contract management.
• Ability to interpret funding requirements, policies, procedures, and compliance guidelines.
• Strong Microsoft Office skills (Excel, Word, Outlook, PowerPoint).
• Experience maintaining financial reports, tracking expenditures, and budget analysis.

Responsibilities

• Coordinate grant applications from initial funding opportunity review through final submission.
• Review grant requirements, submission guidelines, required documentation, and compliance expectations.
• Develop and maintain application timelines, tracking tools, and document management systems.
• Coordinate meetings with program teams and stakeholders to support application development.
• Track deliverables, deadlines, and outstanding action items.
• Assist with budget preparation, justification, and alignment with funding requirements.
• Compile application narratives, attachments, certifications, and supporting documentation.
• Review submissions for accuracy, completeness, formatting, and compliance prior to submission.
• Support grant award startup activities by reviewing award requirements, timelines, restrictions, and reporting obligations.
• Maintain documentation related to grant activities, approvals, and compliance requirements.
• Coordinate administrative processes related to contracts, procurement, travel, staffing updates, and approvals.
• Ensure program teams have the information needed to execute grant activities successfully.
• Maintain organized records and documentation for audit readiness.
• Monitor grant budgets, expenditures, and financial activity.
• Prepare monthly expenditure reports and budget projections.
• Review spending trends and identify potential budget concerns.
• Coordinate with fiscal partners to resolve discrepancies and support financial accuracy.
• Assist with tracking personnel costs, contracts, purchases, invoices, and other grant-related expenses.
• Maintain current budget documents, scopes of work, and supporting records.
• Maintain reporting calendars and track deadlines for required submissions.
• Coordinate preparation of programmatic and financial reports.
• Compile performance metrics, spending information, and supporting documentation.
• Submit required reports through appropriate systems and maintain submission records.
• Support responses to funding agency questions, revisions, and corrective actions.
• Assist with grant closeout activities, including final documentation and record retention.
• Serve as a coordination point between program leadership, finance, contracts, procurement, and compliance teams.
• Participate in meetings with internal teams and external partners.
• Prepare meeting materials, track action items, and ensure follow-up.
• Communicate project updates, risks, deadlines, and administrative requirements.
• Support leadership requests by compiling accurate reports and documentation.
• Draft correspondence, prepare administrative documents, and route approvals as needed.

Skills

Administrative management

Grant administration

Program coordination

Budgeting

Accounting

Contract management

Funding requirements interpretation

Microsoft Office

Excel

Word

Outlook

PowerPoint

Organizational skills

Communication

Cross-functional collaboration

Attention to detail

Independent work

Tools

Excel

Word

Outlook

PowerPoint

Job description

Spectraforce Technologies is seeking an Administrative Services Manager in Nashville, TN. You will oversee grant administration, budgeting, compliance, and reporting while coordinating with program leadership, fiscal teams, contracts, procurement, and external partners.

Hybrid work arrangement applies with 1 day onsite and 4 days remote. This contract-to-hire role focuses on accurate recordkeeping, audit readiness, and timely grant deliverables.