Grants Administrator

Hudson Valley Farm Hub; Town of Hurley (NY); On-site; USD 71,500 - 85,000; Full time

Benefits offered by this job

Health insurance

Retirement benefits

Life insurance

Job summary

Hudson Valley Farm Hub seeks a Grants Administrator to support its grantmaking program, coordinating proposals, records, timelines, and communications with grantees and applicants. This full-time role reports to the Director of Research, Education, and Grantmaking, ensuring smooth operations and strong data integrity.

The ideal candidate brings 2+ years in grantmaking administration, excellent organization, and proficient use of Microsoft Office and grants databases, with willingness to travel

Qualifications

• Interest in and commitment to the Farm Hub’s mission to foster a resilient regional food system
• Proven ability to manage grantmaking workflows and records with accuracy
• Experience coordinating grant processes, tracking progress, and reporting to stakeholders
• Excellent written and verbal communication, including ability to prepare clear correspondence
• Ability to maintain confidentiality and handle sensitive information appropriately
• Understanding of the full grant lifecycle (proposal review, due diligence, awards, payment, reporting, closeout)
• Familiarity with grantmaking operations, data management, compliance, and documentation requirements
• Demonstrated commitment to equitable, trust-based, community-informed grantmaking practices
• Proficiency with Microsoft Office and comfort learning new systems
• Experience with grants management databases and/or CRM systems
• Willingness to travel within the Hudson Valley for site visits and meetings
• Ability to collaborate across diverse backgrounds and contribute to a respectful team culture
• English proficiency in verbal and written communication

Responsibilities

• Administer the grant lifecycle, including invitations, records, applications, and tracking
• Serve as primary administrative contact for applicants and grantees
• Coordinate with donor-advised fund to track grants
• Communicate timelines, documentation, reporting requirements, and payments
• Keep grants management systems accurate and up to date
• Generate reports and internal materials for decision-making and planning
• Identify workflow improvements and system refinements in grants administration
• Maintain organized digital files, templates, and procedures
• Prepare agendas and track action items for quarterly reviews and funding deadlines
• Schedule and attend grantee site visits and meetings
• Take detailed notes to support future decisions and reporting
• Support the team in meeting grantmaking goals and budgets

Skills

Project management

Organizational skills

Time management

Written communication

Verbal communication

Attention to detail

Discretion

Stakeholder management

Travel willingness

Tools

Microsoft Office

Grants management databases

CRM systems

Job description

The Hudson Valley Farm Hub (HVFH) is a non-profit agricultural center dedicated to resiliency in the regional food system. Since the Farm Hub’s founding in 2013, we have converted the approximately 1600-acre farm operation to a multi-year rotation of organically grown grains, cover crops and vegetables with an intensive focus on soil health. We steer our efforts towards the greater community of regional farmers, Hudson Valley neighbors, and the natural environment as we advance field research and innovation, provide training and informational gatherings for growers and community members, and support community resiliency.

The ideal candidate will bring administrative management skills and a collaborative, service-oriented approach to supporting grantmaking that is trust-based and responsive to community needs. They are a thoughtful communicator, skilled organizer, and trusted partner who enjoyes creating structure while fostering meaningful relationships with grantee partners and applicants. They will also have experience managing detailed processes, maintaining accurate records, coordinating multiple priorities, and working with databases or grants management systems.

Position Summary

The Grants Administrator ensures the smooth and effective administration of the Farm Hub’s grantmaking program, enabling staff and grantee partners to focus on advancing a resilient regional food system. Core responsibilities include coordinating grant processes, managing grants data and records, serving as a primary point of contact for applicants and grantees, scheduling and documenting grantee interactions, and supporting the team in meeting grantmaking goals, timelines, and budget parameters. The Grants Administrator helps maintain strong operational systems and contributes to an accessible, responsive, and effective grantmaking experience for applicants and grantees.

This position reports to the Director of Research, Education, and Grantmaking.

Responsibilities

Grants Administration

• Administer the grant lifecycle, including proposal invitations, setting up grantee records and grant applications, and tracking grant progress and upcoming renewals, ensuring compliance with internal processes and donor‑advised fund requirements
• Serve as the primary administrative contact for applicants and grantees, providing guidance throughout the grant process
• Liaise with our donor advised fund to track status of pending and active grants
• Communicate with applicants and grantees regarding timelines, documentation, reporting requirements, and grant payments
• Keep the grants management systems up to date, ensuring accuracy, completeness, integrity, and consistency of grant records and organizational information
• Generate reports, summaries, and internal materials to support decision-making, planning, evaluation, and communication
• Contribute to continuous process improvement by identifying workflow enhancements, system refinements, and opportunities to streamline reporting and grants administration
• Maintain organized digital files, templates, procedures, and documentation to support continuity and strong operational practice
• Prepare agendas, track action items, and support workflow management to help the grantmaking team meet quarterly review and funding deadlines

Relationship Management

• Serve as a thoughtful point of contact for applicants and grantees throughout the grantmaking process, providing clear, responsive, and respectful communication
• Help advance accessible, inclusive, and equitable grantmaking practices that reduce unnecessary administrative burden for applicants and grantee partners
• Schedule and attend grantee partner site visits and meetings, as needed
• Participate in grantmaking and grantee meetings, sharing relevant observations, trends, challenges, and opportunities
• Take detailed notes during grantee conversations and internal meetings ensuring that relevant information is captured to support future decision-making and reporting

Other

• Stay informed about developments, opportunities, and best practices in philanthropy, food systems, agriculture, and regional grantmaking
• Co‑responsible for fostering and contributing to a safe, supportive, communicative, compassionate, and productive workplace culture with their colleagues
• Other duties as assigned

Required Experience and Qualifications

• Interest in and commitment to the Farm Hub’s mission to foster a resilient regional food system that supports farmers, neighbors, and nature
• At least 2 years of relevant administrative experience in a grantmaking organization, philanthropic institution, or intermediary
• Excellent project management, organizational, and time‑management skills, with the ability to manage and track detailed administrative processes, multiple priorities, deadlines, and stakeholders with care and precision
• High attention to detail, particularly in maintaining accurate records, taking comprehensive notes during meetings, and managing program‑related data
• Excellent written and verbal communication skills, including the ability to prepare clear correspondence
• Sound judgment, discretion, and the ability to handle confidential or sensitive information appropriately
• Understanding of the full grant lifecycle, including proposal review, due diligence, award administration, payment processing, reporting, and closeout
• Familiarity with grantmaking operations, data management, compliance, and documentation requirements
• Demonstrated commitment to equitable, trust‑based, and community‑informed approaches to grantmaking
• Proficiency with Microsoft Office (e.g., Excel, Word, Outlook, and PowerPoint) and comfort learning new systems and tools
• Experience working with grants management databases and/or constituent relationship management (CRM) systems
• Ability and willingness to travel within the Hudson Valley for site visits, meetings, and convenings, as needed
• Demonstrated ability to contribute to a work environment of mutual respect, team building, and collaboration
• Ability to develop positive working relationships with people across different backgrounds
• Verbal and written proficiency in English

Preferred Qualifications

• 4‑5 years of relevant administrative experience in a grantmaking organization, philanthropic institution, or intermediary
• Verbal and/or written proficiency in Spanish
• Familiarity with working with donor advised funds
• Familiarity with trust‑based philanthropy approaches

The Grants Associate is a full‑time, exempt hourly position eligible for benefits. Compensation for this position is $71,500 – $85,000. We offer a competitive benefits package which includes 100% employer‑paid health insurance for full‑time employees and their families. Some additional perks offered include retirement, life insurance, and other benefits.

Typical Schedule

The typical schedule is Monday – Friday from 8:30am – 5:00 pm. There may be some periodic evening or weekend work required.

To apply for this position, email a resume directly to hr[at]hvfarmhub.org.

If you have any questions or need assistance with submitting your application, please contact us at hr[at]hvfarmhub.org.

Hudson Valley Farm Hub (HVFH) is an equal opportunity employer and does not discriminate in employment on the basis of race, ethnicity, religion, age, gender, gender identity, sexual orientation, marital status, socio‑economic status, disability, or medical condition.

HVFH complies with federal and state disability laws and makes reasonable accommodations for applicants and candidates with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, please contact Human Resources at hr[at]hvfarmhub.org.