Grants Assistant

Plimoth Patuxet Museums, Inc.; Plymouth (MA); On-site; USD 32,000 - 37,000; Full time

Job summary

Plimoth Patuxet Museums in Plymouth, MA seeks a Grants Assistant reporting to the Deputy Director, Special Projects & Strategic Partnerships. This administrative role supports all grant activities from pre‑award to post‑award, maintains records, coordinates documentation, and helps ensure compliance and timely reporting.

The ideal candidate will have a BA/BS, experience with spreadsheets, and familiarity with foundations or government funders.

Qualifications

• BA or BS preferred.
• Administrative, financial, program coordination or related professional experience.
• Experience maintaining accurate records and coordinating information across departments.
• Experience with spreadsheets, databases, and standard office software including Excel or Google Sheets.

Responsibilities

• Assist the Deputy Director in overseeing the museum's grant portfolio, helping to coordinate strategy, author and review proposals and reports, and conduct prospect research.
• Maintain strict confidentiality when handling sensitive personnel and compensation information, including salary and wage data, and ensure such information is accessed, used, and shared only as authorized and in the course of performing assigned job responsibilities.
• Create and maintain centralized, up-to-date calendars of proposal deadlines and records of all awarded grants, including funding amounts, grant periods, allowable uses, restrictions, reporting requirements, deadlines, and other award conditions.
• Monitor grant reporting schedules and coordinate with teams across the museum to collect, prepare, review, and submit required reports in accordance with funder requirements.
• Collect and submit grant related invoices, receipts, expenditure documentation, reimbursement requests, and other supporting records to funders and retain for institutional retention.
• Track grant expenditures against awarded funding and approved budgets; identify discrepancies, missing documentation, upcoming deadlines, or potential funding shortfalls, and communicate these to the appropriate department managers and Finance.
• Work collaboratively with department managers, project leads, and Finance to obtain required information, clarify reporting needs, resolve documentation gaps, and ensure grant related responsibilities are completed on schedule.
• Maintain a calendar of grant milestones, reporting deadlines, reimbursement submissions, and grant expiration dates; provide timely reminders to responsible staff.
• Coordinate the collection and submission of final reports and supporting documentation and confirm that required close-out activities are completed in collaboration with Finance and relevant departments.
• Develop and maintain consistent procedures, tracking tools, and reporting workflows to improve visibility, accountability, and efficiency in the administration of grant funding.

Skills

Organizational skills

Confidentiality and discretion

Written and verbal communication

Cross-department collaboration

Spreadsheet proficiency

Grant reporting

Project management

Education

BA/BS degree

Tools

Microsoft Excel

Google Sheets

Job description

Plimoth Patuxet Museums is a living history museum of the 17th century that provides engaging and experiential outdoor and indoor learning environments on its main campus, and at Mayflower II on Plymouth’s waterfront, and at the Plimoth Grist Mill. Our permanent exhibits tell the complex and interwoven stories of two distinct cultures - English and Wampanoag.

Operating on a remarkable property overlooking Cape Cod Bay, Plimoth Patuxet brings the story of the United States’ early foundation to life for hundreds of thousands of visitors each year since its founding in 1947. The main exhibits are enhanced with an exciting array of special events, public programs and workshops that offer a rich and diverse exploration of the 17th century.

Plimoth Patuxet is an equal opportunity employer. We value diversity and are committed to creating a welcoming and inclusive environment for all employees.

Position Summary

Plimoth Patuxet Museums seeks a Grants Assistant. Reporting to the Deputy Director, Special Projects & Strategic Partnerships, this is an administrative role supporting all grant-related activities, including pre-award proposal planning, writing and assembly and post-award financial tracking and recording. The Grants Assistant is responsible for maintaining accurate and up-to-date records of grant funding awarded, and coordinating the documentation, tracking, and reporting necessary to meet the varied grant requirements for a portfolio of 15-20 grants. This position serves as a central point of coordination between program and department managers, and the Finance department to ensure grant funds are properly documented, expenditures tracked, reporting deadlines are met, and required information is submitted to Finance for processing and financial oversight. Given the role’s access to sensitive financial and potentially confidential organizational information, discretion, sound judgement, and a strong commitment to confidentiality are essential.

This position is an excellent opportunity for someone with demonstrated interest in the nonprofit sector and some related experience, whether through volunteer work, an entry-level role, an internship or other involvement. The incumbent will have the opportunity to enhance their fundraising acumen and deepen their understanding of philanthropy.

We are seeking a candidate who is passionate about Plimoth Patuxet Museums’ mission and the Plymouth County region. The ideal candidate will have skills in technical writing and financial recordkeeping, intermediate knowledge of Excel or Google Sheets, and a demonstrated interest in nonprofit work. They should also thrive in a highly collaborative work environment that requires high levels of cross-departmental work. Please use your cover letter to address relevant volunteer, paid or life experience in these areas.

Essential Duties and Responsibilities

• Assist the Deputy Director in overseeing the Museum's grant portfolio, helping to coordinate strategy, author and review proposals and reports, and conduct prospect research.
• Maintain strict confidentiality when handling sensitive personnel and compensation information, including salary and wage data, and ensure such information is accessed, used, and shared only as authorized and in the course of performing assigned job responsibilities.
• Create and maintain centralized, up-to-date calendars of proposal deadlines and records of all awarded grants, including funding amounts, grant periods, allowable uses, restrictions, reporting requirements, deadlines, and other award conditions.
• Monitor grant reporting schedules and coordinate with teams across the museum to collect, prepare, review, and submit required reports in accordance with funder requirements.
• Collect and submit grant related invoices, receipts, expenditure documentation, reimbursement requests, and other supporting records to funders and retain for institutional retention.
• Track grant expenditures against awarded funding and approved budgets; identify discrepancies, missing documentation, upcoming deadlines, or potential funding shortfalls, and communicate these to the appropriate department managers and Finance.
• Work collaboratively with department managers, project leads, and Finance to obtain required information, clarify reporting needs, resolve documentation gaps, and ensure grant related responsibilities are completed on schedule.
• Maintain a calendar of grant milestones, reporting deadlines, reimbursement submissions, and grant expiration dates; provide timely reminders to responsible staff.
• Coordinate the collection and submission of final reports and supporting documentation and confirm that required close-out activities are completed in collaboration with Finance and relevant departments.
• Develop and maintain consistent procedures, tracking tools, and reporting workflows to improve visibility, accountability, and efficiency in the administration of grant funding.

This description is not intended to be a complete list of all responsibilities, duties, skills, requirements or working conditions associated with the job. While this is intended to be an accurate reflection of key responsibilities of the job as it is at present, management reserves the right to revise the job or to require that other or different tasks be performed as assigned. This job description may be reviewed by management at any time either to ensure that it relates to the job currently being performed, or to incorporate changes. Management reserves the right to change a job description; and if/when doing so will discuss with the employee so that any changes are understood by the employee.

Required Skills

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Excellent organizational and time management skills, with the ability to work independently, manage multiple projects, coordinate input from a broad range of contributors and meet deadlines.
• Ability to maintain strict confidentiality and exercise sound judgement when handling sensitive and proprietary information including salary and compensation data, grant funding details, financial records, and other confidential organizational or employee information.
• Demonstrates professionalism, discretion, and a strong commitment to safeguarding sensitive information and sharing it only with authorized individuals as appropriate.
• A flexible and open professional presence that fosters trust and collaboration with a diverse, cross-departmental team of colleagues, donors, and philanthropic partners;
• Able to build internal and external relationships and effectively relate to a variety of people with a variety of immediate and long-term planning and funding needs.
• Superb communication skills including the ability to write and speak with clarity; and a keen eye for both main ideas and detail.
• Ability to work both independently and as a team player, to take initiative, and to manage multiple high-stakes projects at a time.
• Must have a valid driver’s license to drive between the Museums’ historic sites (about 3 miles).

Education and Experience

• BA or BS preferred.
• Administrative, financial, program coordination or related professional (paid or volunteer) experience.
• Experience maintaining accurate records, tracking deadlines, organizing documentation, and coordinating information across departments.
• Experience handling confidential information with discretion and professionalism.
• Experience with spreadsheets, databases, and standard office software including Microsoft Excel or Google Sheets.
• Experience working with, and familiarity with, foundations and government agencies serving cultural and educational sectors is preferred but not required.

Physical Requirements

The physical demands outlined here are representative of those that must be met by an employee to perform successfully the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Duties may include:

• Work sitting or standing, sometimes for extended periods of time.
• Ability to lift and move boxes exceeding no more than 25 lbs.
• Ability to navigate the Museum’s living history sites, including moving between buildings and across outdoor areas, to gather information and documentation needed for grant reporting. This position involves time away from a desk, and requires regular movement throughout the Museums campus.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

• Work is generally performed within an office environment, with standard office equipment.
• The noise level in the work environment is relatively quiet.
• While the position is standard M-F business hours, some flexibility in schedule is needed for special events, and/or deadlines.

Additional Requirements

This position is scheduled to be primarily Monday-Friday.However,some flexibility may be required for occasional weekend and/or evening grant-funded projects or events, holidays,including Thanksgiving Day, and upcoming grant and printing deadlines.

Position Type and Salary

• Full-time, year-round
• $23.00 - $27.00/hour based on experience

Core Commitments

Whether part-time or full-time, year-round or seasonal, all staff and volunteers at Plimoth Patuxet advance the Museum’s educational mission and strategic goals. They uphold the Museum’s core values and principles in their work and in all of their interactions with the public and with coworkers. This commitment helps to ensure that Plimoth Patuxet’s reputation for excellence is maintained and that, as stewards of the Museum, we are helping to create a relevant and sustainable future for Plimoth Patuxet Museums. The core principles that guide us in our work are:

• Safety and Comfort
• Professional Excellence
• Personal Accountability
• Advance a Culture of Philanthropy
• Teamwork