Grant Operations Administrator

Goodstack; Town of Delaware (NY); On-site; USD 60,000 - 90,000; Full time

Job summary

Goodstack is building a world where good is embedded in everyday business. We’re seeking a Grant Operations Administrator to keep grant applications moving from intake to submission, managing calendars, extracting questions from funder portals, and assembling complete, error-free packages for writers.

If you thrive under tight deadlines and enjoy polishing details, you’ll fit right in. No prior grant-writing experience is required—just precision, organization, and comfort using Notion, Google

Qualifications

• 0–2 years of administrative/operations experience.
• Excellent data-entry and proofreading accuracy.
• Strong calendar and deadline management.
• Comfort with multiple web portals and cloud apps.
• Excellent written English to ensure clean submissions.

Responsibilities

• Create, update, and maintain grant calendars for nonprofit clients.
• Monitor internal deadlines to keep writers and clients on track.
• Extract application questions from funder portals and format templates.
• Set up client credentials on external portals.
• Input client narratives and attach supporting documents accurately.
• Proofread and ensure coherence and adherence to limits.
• Execute final submission and log confirmations in AgentPro.

Skills

Data entry

Proofreading

Calendar management

Notion

Google Workspace

CRMs

Attention to detail

English writing

Tools

Notion

Google Workspace

CRM systems

Job description

As a Grant Operations Administrator, your mission will be to:

If you’ve been looking to join a fast-growing startup with a bold vision of a world where doing good is built into everything we do, then you’ve found the right place. Backed by General Catalyst, the same investors behind Stripe and Airbnb, we’re building something truly extraordinary.

Our Mission

Our mission at Goodstack is to revolutionize how the world does good . As a fast growth, AI-native social impact startup, we power global change through technology. We enable companies to seamlessly integrate positive impact into what they do through a unified platform while supporting nonprofits in gaining access to cutting-edge technology and finding new funding streams. Global brands, including Google, OpenAI, TikTok, LinkedIn, HSBC, Atlassian and Twilio - as well as thousands of nonprofits, including the Red Cross, Cancer Research, and Oxfam - use Goodstack to make a difference. In 2025 alone, we facilitated $5 billion in donations to good causes. But this is just the beginning. We're building the world’s leading platform that powers donations to nonprofits globally. To keep our momentum and deliver consistently high value to our partners, we need incredible people to help us on our journey – we need you

Join us as a Grant Operations Administrator

We're looking for a Grant Operations Administrator to provide essential administrative support, ensuring grant applications move smoothly from intake to final submission. In this role, you'll be responsible for setting up grant calendars, extracting application questions from funder portals for writers, compiling application materials, and reviewing final submissions for accuracy, completeness, and overall visual and textual coherence before hitting submit. We welcome candidates from a variety of adjacent administrative backgrounds. You are a great fit for this role if you have experience as a Proposal or RFP Coordinator, Bid or Tender Administrator, Loan Processing Assistant, Admissions/Intake Coordinator, or Junior Operations Coordinator. If you are used to managing strict deadlines, navigating third-party web portals, chasing missing compliance documents, and reviewing detailed application packages with a zero-error mindset, your skills will translate seamlessly to our team—no prior grant writing experience required.

As a Grant Operations Administrator, your mission will be to:

• Create, update, and maintain structured grant calendars for assigned non‑profit clients to track upcoming deadlines and submission milestones.
• Monitor key internal target dates (e.g., 7-day internal buffer) to ensure writers, admins, and clients stay on track for timely submission.

Question Extraction & Portal Setup

• Access funder portals and application software to extract exact application questions, word limits, formatting rules, and required attachments.
• Format extracted questions into standardized templates for Grant Writers to ensure no technical requirements are missed.
• Set up client login credentials and basic profile information on external portal platforms.

Application Completion & Form Assembly

• Input and copy‑paste completed, client‑approved narrative content into funder portals accurately.
• Gather, format, and attach necessary non‑profit supporting documents (e.g., financial statements, tax forms, board lists).
• Ensure every form field is filled correctly, verifying that no placeholder text, yellow highlights, or missing answers remain.

Quality Assurance & Coherence Check

• Conduct final proofreading and formatting checks to verify the application reads coherently and flows logically within the portal UI.
• Confirm that narrative answers directly match the corresponding portal fields and adhere strictly to character/word limits.
• Raise immediate flags to the team if any technical discrepancies or missing information could delay submission.

Submission Execution & Logging

• Execute the final electronic grant submission once all approvals are cleared.
• Record completed submissions, capture confirmation receipts, and update task statuses in AgentPro to trigger automated customer notifications.

This role is a perfect match for you if you have:

• 0–2 years of experience in administrative, operations, or data entry roles. (Recent graduates with strong organizational skills are welcome).
• Exceptional precision in data entry, copy‑pasting, and proofreading; an eye for spotting formatting errors, broken links, or incomplete fields.
• Ability to manage multiple deadlines, maintain calendars, and work proactively to avoid last‑minute delays.
• Comfort navigating new software platforms, web portals, forms, and cloud‑based databases (e.g., Notion, Google Workspace, CRMs).
• Strong basic written English skills to ensure submitted applications look clean, professional, and well‑structured.

Key Performance Indicators:

• On‑Time Submissions: 100% of assigned grant applications submitted on or before internal and external deadlines.
• Accuracy Rate: Zero submission errors caused by missing documents, incorrect portal fields, or formatting mistakes.
• Calendar Accuracy: Up‑to‑date grant calendars maintained across 100% of assigned client profiles.

About Us

Since 2017, Goodstack has been at the forefront of creating a future where good will be built into everything we do. From daily commutes to weekend activities or grocery shopping, we envision a world where creating positive change is seamlessly integrated into our everyday lives. In this future, the depth and breadth of impact we can make through everyday actions will expand dramatically – benefiting both businesses and the world. Businesses are expected to deliver on both profit and purpose and those that don’t are falling behind. We’re here to make it easy for any company, anywhere in the world, to integrate good into what they do. Doing this empowers everyone – companies, employees, consumers, and communities – to contribute to positive change and take meaningful action.

Let’s do this!

OUR PLEDGE TO DIVERSITY, EQUITY & INCLUSION

We take pride in our diverse and growing team representing 20+ nationalities across 5 continents ! Our continued expansion provides us with opportunities to embrace and celebrate different backgrounds, perspectives, and experiences, essential to our success. We actively seek and welcome applicants from all walks of life, regardless of race, religion, colour, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status. A team that represents the world that we are trying to support is a wiser, more knowledgeable and stronger one. We’re excited for you to bring your experience, yourself and your special lemon twist to Goodstack to propel us forward in striving to create a better world for us all.

Check out our Careers Page for more details!