Grants Administration Specialist

Inside Philanthropy; Washington (District of Columbia); Hybrid; USD 63,000 - 73,000; Full time

Benefits offered by this job

Medical/Dental/Vision Insurance

403(b) with match

Parental Leave

Paid holidays

Professional development

Job summary

American Council on Education (ACE) seeks a Grants Administration Specialist in Washington, DC, to coordinate grant lifecycles, research funding opportunities, and ensure accurate financial tracking. This hybrid role supports the Advancement team and uses ACE CRM and SharePoint daily.

Responsibilities include preparing proposals, reporting, and coordinating with funders and departments to meet deadlines, while maintaining data integrity across systems.

Qualifications

• HS diploma with 4+ years, or an associate degree with 3+, or a BA with 2+ years.
• Experience in grants administration, fundraising operations, or related admin functions.
• Experience using CRM systems, relational databases, or similar information management platforms.
• Proficiency with Microsoft Office, especially Excel, and collaborative document tools.
• Strong organizational and time-management skills with ability to meet deadlines.

Responsibilities

• Coordinate onboarding and closeout tasks for grants and projects.
• Assist in preparing, reviewing, and submitting grant proposals and reports.
• Monitor active grants: expenditures, payments, extensions, reporting requirements.
• Track grant deadlines and communicate to departments and stakeholders.
• Maintain grant data in the ACE CRM and SharePoint.
• Draft funder correspondence and clarify reporting guidelines.

Skills

CRM systems

Excel proficiency

Strong communication

Organizational skills

Research ability

Time management

Attention to detail

Independent work

AI tools awareness

Education

Bachelor degree or higher with 2+ years experience

Tools

SharePoint

CRM software

Job description

Position Summary

The American Council on Education (ACE) is the major coordinating body for the nation's colleges and universities. ACE is a membership organization that mobilizes the higher education community to shape effective public policy and foster innovative, high-quality practices. With a diverse base of member institutions, ACE represents nearly 1,700 college and university presidents and executives, serving as the only major higher education association to represent all types of U.S. accredited, degree-granting institutions. ACE's mission includes serving 280 minority serving institutions, 25,000 higher education professionals, and 7.7 million students enrolled in colleges and universities. ACE membership extends to all 50 states, Washington DC, Puerto Rico, Guam, and 21 other countries.

The Grants Administration Specialist supports ACE's fundraising and grant management activities by coordinating administrative processes, maintaining accurate grant records, and tracking deadlines, payments, and reporting requirements across the full grant lifecycle.

Working closely with the Advancement team and colleagues across the organization, this position assists with preparing grant proposals and reports, researches new funding opportunities, and supports financial tracking and reporting so that grant activities are organized, accurate, and completed on time.

Essential Job Duties or Tasks

Grant Administration and Reporting

• Coordinate administrative tasks for onboarding new grants and closing out completed grant projects.
• Assist with the preparation, review, and submission of grant proposals, reports, and supporting documentation.
• Monitor and report on the status of active grants, including expenditures, payments, extensions, and reporting requirements.
• Track grant reporting deadlines and communicate them to relevant departments and stakeholders.
• Track grant-related correspondence and documentation in ACE's customer relationship management (CRM) system.
• Draft correspondence to funders and communicate with foundation grant administrators to clarify reporting guidelines and resolve administrative questions.

Funding Research and Prospect Development

• Conduct research to identify prospective funding opportunities from foundations, government agencies, corporations, and other relevant sources.
• Prepare written profiles of prospective funders to support fundraising and programmatic activities.
• Maintain prospect research records in the Advancement CRM and SharePoint.
• Monitor external funding announcements and grant-funded initiatives, and share relevant findings with the Grants Manager and Chief Advancement Officer.

Database and Information Management

• Maintain cultivation activity, organizational contacts, and grant-related information in the Advancement CRM.
• Create CRM listings to ensure grant-related data integrity and to monitor administrative deliverables.
• Maintain information and resources on Advancement's internal SharePoint pages.
• Gather and organize data to support departmental planning, reporting, and strategic initiatives.
• Recommend improvements to grant-related administrative procedures, data accuracy, and recordkeeping practices.

Financial Tracking and Reporting

• Generate grant invoices in the CRM and maintain current and historical records of grant payments and invoicing.
• Assist with monitoring grant expenditures and budget reports using organizational reporting systems.
• Collaborate with relevant departments to support accurate and timely financial tracking and reporting.

Collaboration and Operational Support

• Respond to internal inquiries regarding grant administration processes, reporting requirements, and funder policies.
• Support the communication and implementation of Advancement policies and procedures across the organization.
• Participate in special projects and perform other related duties as assigned.

Education/Experience/Specialized Knowledge & Competency Requirements

• One of the following combinations of education and relevant professional experience: a high school diploma or GED and at least four (4) years; an associate degree and at least three (3) years; or a bachelor's degree and at least two (2) years.
• Relevant experience in grants administration, fundraising operations, database management, prospect research, or closely related administrative functions.
• Experience using customer relationship management (CRM) systems, relational databases, or comparable information management platforms to maintain records, track activities, and support reporting.
• Proficiency with Microsoft Office applications, particularly Excel, and experience using collaborative document management tools.
• Strong organizational and time management skills, including the ability to manage competing priorities, maintain accurate records, and meet established deadlines.
• Effective written and verbal communication skills, including experience preparing, proofreading, and editing professional correspondence, reports, or related documentation.
• Ability to conduct research, organize information, and prepare clear and accurate summaries.
• Strong attention to detail, analytical thinking, and problem-solving skills.
• Ability to work independently, use sound judgment and discretion to prioritize work and resolve issues, and collaborate effectively with colleagues across departments.
• Ability and willingness to learn and use organizational technology, including approved AI-supported tools, in accordance with established policies.

Preferred Qualifications

• Experience supporting grant proposal preparation, grant reporting, or other aspects of the grant administration lifecycle.
• Familiarity with grant budgets, financial tracking, or financial reporting systems.
• Experience conducting prospect research or identifying potential funding opportunities.
• Experience with SharePoint or similar collaborative information management platforms.
• Experience working in nonprofit organizations, higher education institutions, or membership associations.
• Familiarity with fundraising and development operations.

Working Conditions/Physical Effort

This is a hybrid position based in Washington, DC. Staff work on-site at ACE's One Dupont Circle NW office three days per week (Tuesday through Thursday), with remote work on Mondays and Fridays.

Salary Range

$63,000.00 - $73,000.00

Application Deadline

Applications will be accepted through November 20, 2026 or whenever we receive 300 applications, whichever is soonest. We encourage interested candidates to apply as early as possible, as the posting may close ahead of the listed deadline based on volume.

Benefits Overview

We offer a comprehensive and competitive benefits package, including:

• Medical/Dental/Vision Insurance
• Flexible Spending Account
• 403(b) with matching incentive + employer contribution
• Short-term disability/Long-term disability/Life insurance
• Generous PTO package
• Paid Parental Leave
• 13 paid holidays + week between Christmas Eve & New Year's off
• Professional Development Opportunities
• ...and more!

For a full summary of our benefits, please reach out to the Recruiting Team.

Please Note: ACE does not accept unsolicited resumes or candidate referrals from third-party recruiters or staffing agencies. Any resumes submitted without a prior signed agreement will be considered the property of ACE, and no fees will be paid.