Grants Administrator

YWCA Charleston; Charleston (WV); Hybrid; USD 40,000 - 45,000; Full time

Job summary

YWCA Charleston is seeking a Grants Administrator to manage financial oversight, invoicing, and grant lifecycle activities. The role reports to the CFO and supports compliance, reporting, and process improvements across grant programs.

The position is full-time and hybrid, offering $40K–$45K annually with commensurate experience. Ideal candidates bring 3+ years in grants-related finance and strong Excel and accounting software skills.

Qualifications

• 3+ years of experience in grants administration, finance, or accounting.
• Strong knowledge of financial management practices in nonprofit or governmental grants.
• Demonstrated experience managing grant invoicing and tracking reimbursements.
• Familiarity with Sage, DonorPerfect, and Concur preferred.
• Bachelor’s degree in Accounting, Finance, Public Administration, or a related field (or equivalent experience).

Responsibilities

• Oversee budgets and monitor spending against grant budgets.
• Prepare and submit timely invoices to funders and ensure documentation meets audit standards.
• Track grant revenue and reconcile expenditures in accounting software.
• Support grant lifecycle tasks including award setup and reporting.
• Ensure compliance with funder regulations and internal policies and provide timely reports.

Skills

Grants administration

Financial analysis

Attention to detail

Education

Bachelor’s degree in Accounting/Finance/Public Administration

Related field or equivalent experience

Tools

Sage

DonorPerfect

Concur

Job description

At YWCA Charleston, we provide critical community services including a domestic violence shelter, elder empowerment homes, a shelter for those experiencing homelessness, transitional housing, job readiness, early childhood education, community enrichment and much more! Your expertise in grant invoicing, budgeting, and compliance will help sustain life-changing programs for women, children, and families across West Virginia.

Go to www.ywcacharleston.org to learn more about our broad spectrum of services and how you can make a career out of serving your community.

Job Title: Grants Administrator

Reports To: Chief Financial Officer (CFO)

Classification: Full-Time, Hybrid

Compensation: $40K to $45K, commensurate with experience

Key Responsibilities:

• Financial Oversight & Budget Monitoring
  • Identify and track reimbursable charges in accordance with individual grant agreements and funder guidelines.
  • Monitor grant budgets regularly to ensure proper allocation and avoid overspending or underspending.
  • Work with program and finance staff to align spending with approved budgets.
  • Review general ledger activity to ensure proper coding of grant-related expenditures.
• Invoicing & Revenue Recognition
  • Prepare and submit timely invoices to funders, including government agencies, foundations, and corporate donors.
  • Ensure supporting documentation is complete and meets audit and compliance standards.
  • Track receivables and follow up on outstanding payments.
  • Maintain reconciliation of grant revenue and expenditures within accounting software.
• Grants Lifecycle Management
  • Collaborate in grant proposal development by assisting with budget preparation and allowable cost estimations.
  • Coordinate post-award processes, including award setup, internal kick-off meetings, and documentation of reporting requirements.
  • Maintain accurate grant records, timelines, and documentation for audits, reporting, and renewals.
  • Lead or support financial close-out processes for ending grants.
• Compliance & Reporting
  • Ensure all grant-related activities comply with funder regulations and internal policies.
  • Analyze budget-to-actuals and provide funders with interim and final financial reports.
  • Respond to audit and monitoring requests related to grants.
  • Serve as the internal resource on allowable costs, match requirements, indirect cost rates, and procurement standards.
• Systems & Process Improvement
  • Maintain and improve internal tracking systems and tools to streamline invoicing, documentation, and reporting.
  • Assist with documentation of grants-related processes and provide training to staff as needed.
  • Support integration between financial software and grant management systems.

Qualifications:

• 3+ years of experience in grants administration, finance, or accounting.
• Strong knowledge of financial management practices, especially in nonprofit or governmental grant environments.
• Demonstrated experience managing grant invoicing and tracking reimbursements.
• Familiarity with Sage, DonorPerfect, and Concur preferred.
• Bachelor’s degree in Accounting, Finance, Public Administration, or a related field (or equivalent experience).

Skills and Competencies:

• Highly organized and detail-oriented with strong analytical skills.
• High proficiency in Microsoft Office, particularly Excel.
• Experience in Sage, preferred.
• Ability to interpret and apply complex grant regulations and contractual obligations.
• Strong written and verbal communication skills.
• Collaborative mindset with the ability to work across finance, program, and development teams.
• Ability to manage multiple grants and competing deadlines.