Grants & Contracts Coordinator

Hively; Pleasanton (CA); On-site; USD 69,000 - 75,000; Full time

Benefits offered by this job

Medical plans 100% employee coverage

Health & Dependent Care FSA

14 Paid Holidays + 4 flex holidays

Generous PTO policy

Tuition Reimbursement

Life & Disability Insurance 100% paid

403(b) plan

SEP-IRA employer contribution 5%

Development opportunities

Job summary

Hively in Pleasanton, CA is seeking a Grants & Contracts Coordinator to manage the full lifecycle of grants and contracts across private foundations, government agencies, and corporate sponsors, ensuring compliance and timely reporting.

You will collaborate with Program Directors and Finance to develop budgets, prepare narratives, monitor spend, and maintain accurate grant documentation while supporting audits and funder relations.

Qualifications

• 3–5 years of experience in grant management, preferably in a nonprofit setting.
• Budgeting and financial reporting experience with detailed grant reports.
• Experience with complex compliance requirements, including government contracts and federal regulations (OMB Circulars, 2 CFR 200).
• Strong knowledge of grant management processes: proposal writing, compliance monitoring, and financial reporting.
• Excellent written and verbal communication with funders, staff, and leadership.

Responsibilities

• Support the entire grant and contract lifecycle from preparation to reporting and implementation.
• Collaborate with Program Directors and Finance to develop budgets and narratives aligned with program goals.
• Monitor grant compliance, deadlines, and reporting requirements; prepare timely funder reports.
• Foster positive funder relations and respond to inquiries related to reporting or program implementation.
• Maintain grant records and implement tracking systems for cycles, deadlines, and allocations.
• Coordinate with program staff and leadership to ensure proper use of grant funds within budget.
• Support internal and external audits with required grant documentation.
• Provide training on grant management policies and procedures to staff.
• Handle other projects or work as assigned.

Skills

Grant management

Budgeting

Financial reporting

Compliance

Communication

Analytical skills

Project coordination

Education

Bachelor’s degree in Nonprofit Management, Finance, Business Administration, Public Administration, or related field

CGMS certification (preferred)

Tools

Foundant

Fluxx

Salesforce

Intacct

MIP

Quickbooks

Google Suite

Job description

Who We Are

Hively’s mission is to build meaningful connections with families and communities, ensuring access to resources every child in Alameda County needs to thrive. Our vision is to transform the lives of children and families to benefit all communities and ensure a promising future for generations to come. We believe that through subsidized child care, mental health support, and community services centered in families of all types and backgrounds, we can profoundly impact the communities we serve.

Our Team & Culture

Our Team at Hively is a passionate and diverse group of individuals from a wide range of different lived experiences, backgrounds and professional expertise. We strive every day to create an environment for families and staff that is inclusive and welcoming of different experiences and perspectives. We prioritize learning, listening, and growing together and to foster a culture of respect.

The Opportunity

We are seeking an experienced and detail-oriented Grants & Contracts Coordinator to join our team at Hively, a growing nonprofit organization with an annual budget of $70 million and a diverse portfolio of complex contracts and funding sources. The Grants & Contracts Coordinator will play a critical role in managing the full lifecycle of grants and contracts, ensuring compliance, effective reporting, and timely submissions across multiple funding streams. This position offers the opportunity to work in a dynamic environment, supporting the organization’s mission by managing funds from private foundations, government agencies, corporations, and other philanthropic sources.

What you will do:

• Grant & Contract Management: Support the entire grant and contract lifecycle, including preparation, submission, administration, and reporting. Ensure that all funding agreements are implemented per funder requirements, organizational policies, and industry standards
• Proposal & Budget Development: Assist in the preparation and submission of competitive grant proposals, including the development of budgets and narratives. Work with cross-functional teams, such as Program Directors and Finance, to ensure that proposals align with programmatic goals and organizational needs
• Compliance & Reporting: Monitor grant compliance, including adherence to specific terms and conditions, expenditure guidelines, and regulatory requirements (federal, state, and private sector). Manage the deadlines for required reports, keeping Program and other teams on track to complete applicable sections. Prepare accurate and timely financial and narrative reports for funders, ensuring all deadlines are met
• Funder Relations & Communication: Foster positive relationships, ensuring effective communication with funding partners. Address funder inquiries and work to resolve any issues related to reporting, compliance, or program implementation
• Tracking & Documentation: Maintain accurate records of all grant-related documents, including applications, award letters, contracts, correspondence, and compliance reports. Develop or implement grant management software or spreadsheets to track key data points, such as funding cycles, deadlines, and financial allocations
• Internal Coordination: Work closely with program staff, finance, and senior leadership to ensure the timely and accurate use of grant funds. Assist in monitoring the financial status of grants and contracts to ensure that the organization stays within budget and adheres to financial guidelines
• Audit Preparation & Support: Support internal and external audit processes by providing required documentation related to grant funds and expenditures. Prepare for financial and programmatic audits by ensuring that all records are complete and compliant with funding requirements
• Training & Capacity Building: Assist in training program staff and others within the organization on grant management policies and procedures, including best practices for compliance, reporting, and fund stewardship
• Other projects or work as assigned

What you should bring:

• At least 3-5 years of experience in grant management, preferably in a nonprofit setting, managing multiple and diverse funding sources such as government grants, private foundations, corporate sponsorships, and other philanthropic sources
• Demonstrated experience in budgeting and financial reporting, including the preparation of detailed grant reports and financial documents
• Experience working with complex compliance requirements, including government contracts, and familiarity with federal regulations (OMB Circulars, 2 CFR 200) and other grant guidelines
• Strong knowledge of grant management processes, including proposal writing, compliance monitoring, and financial reporting
• Excellent written and verbal communication skills with the ability to effectively communicate with funders, program staff, and leadership
• Proficiency in Google Suite and very comfortable with learning new technology
• Detail-oriented with strong organizational skills and the ability to manage multiple priorities and deadlines simultaneously
• Strong analytical skills with the ability to interpret complex financial data and ensure compliance with funding requirements
• Highly organized and proactive with the ability to work independently and collaboratively within a team
• Results-driven with a focus on accuracy, timeliness, and compliance
• Strong problem-solving abilities and the ability to navigate complex issues with funders and internal stakeholders
• A passion for the mission of the organization and a commitment to making a meaningful impact through effective grants management

Preferred Knowledge, Skills and Abilities:

• Bachelor’s degree in Nonprofit Management, Finance, Business Administration, Public Administration, or a related field is preferred
• Certification in grant management (e.g., Certified Grants Management Specialist - CGMS) is a plus but not required
• Experience with grant management software or databases (e.g., Foundant, Fluxx, Salesforce, etc.) and financial software (e.g. Intacct, MIP, Quickbooks)

$69,000 - $75,000 a year

Salary ranges are based on industry data, and final employment offer will be determined based upon factors including but not limited to an applicant’s experience, specialized skills, and internal alignment.

Benefits

• Medical, dental, and vision plans covered at 100% for the employee
• Health & Dependent Care FSA
• 14 Paid Holidays + 4 flex holidays, including your birthday!
• Generous paid time off policy (over 3 weeks per year)
• Tuition Reimbursement ($1,000/year)
• Employee Appreciation Program
• Life & Long Term Disability Insurance covered 100% by Hively
• 403(b) plan
• SEP-IRA plan with an employer contribution of 5% of annual salary
• Learning & Development Opportunities
• Financial wellness program with unlimited access to personal financial advisors
• Industry competitive salary ranges

* Note: Benefits described apply to full-time, permanent positions only. Internships, temporary, part-time, or contract roles are not generally eligible for most benefits.

Welcoming Candidates from All Backgrounds

Hively is proud to be an equal opportunity employer. We welcome applicants of any educational background, gender identity and expression, sexual orientation, religion, ethnicity, age, socioeconomic status, disability, and veteran status.

Please note that applicants must be authorized to work for any employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time