Grants Administrator

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

Job summary

YWCA Charleston WV is seeking a Grants Administrator to oversee the financial administration and compliance of a diverse portfolio of grants. You will ensure accurate invoicing to funders, monitor reimbursable expenses, and track grant budgets across departments.

The role requires attention to detail, strong financial literacy, and the ability to collaborate with program and finance staff to maximize grant utilization while meeting funder and organizational requirements. Hybrid work available.

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).

Responsibilities

• 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.
• 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.
• 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.
• 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.
• 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.

Skills

Grant invoicing

Budget monitoring

Financial reporting

Nonprofit accounting

Cross-department collaboration

Education

Bachelor's degree in Accounting, Finance, Public Administration, or related field

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

The Grants Administrator is responsible for the financial administration and compliance of a diverse portfolio of public and private grants. This role ensures accurate invoicing to funders, timely identification of reimbursable expenses, and regular monitoring of grant budgets. The ideal candidate is detail-oriented, financially literate, and adept at collaborating across departments to ensure grants are fully utilized and compliant with funder and organizational requirements.

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.