Grants Coordinator

ViziRecruiter,LLC.; Indianapolis, Northern (IN, KY); Hybrid; USD 45,000 - 65,000; Full time

Benefits offered by this job

Student Loan Repayment

Tuition Reimbursement

Medical, Dental, and Health Insurance

PTO and Paid Holidays

Short-Term and Long-Term Disability

Life Insurance

Job summary

Firefly Children and Family Alliance in Indianapolis, Indiana seeks a Grants Coordinator to manage grant administration, reporting, and coordination across programs and with development and accounting.

You will oversee multiple grants, prepare financial documentation, maintain calendars, and support funder communications to advance Firefly's priorities for vulnerable children and families.

Qualifications

• Bachelor’s degree in a related field or equivalent combination of education and 3–5 years of experience.
• Minimum of 2 years of grant administration or management experience.
• Experience in nonprofit, human services, foundation, or government environments preferred.
• Experience working with Indiana funders such as ICJI or FSSA is strongly preferred.
• Strong written and verbal communication, and attention to detail.

Responsibilities

• Coordinate day-to-day administration and tracking of assigned grants, deadlines, expenditures, and reporting.
• Prepare and process grant-related expense reports, invoices, and other financial documentation.
• Collaborate with program staff to monitor grant-funded activities and progress.
• Reconcile grant expenditures with accounting and ensure budget alignment.
• Maintain a comprehensive grant calendar with deadlines and milestones.
• Provide regular updates to Development leadership on grants and needs.
• Assist with grant applications, reports, and funder communications.
• Build cross-department relationships and support responsive grant-related inquiries.

Skills

Interpersonal skills

Organizational skills

Communication

Attention to detail

Time management

Education

Bachelor’s degree

Tools

Excel

Word

Outlook

Teams

Grant portals

Job description

Introduction

Firefly Children and Family Alliance is a nonprofit that has supported Indiana families and adults for generations. Our organization is built on the belief that giving kids and adults the chance to succeed creates stronger communities. We help Hoosiers overcome hardship and unhealthy behaviors.

Overview

BUILD A CAREER THAT MEANS MORE

Few jobs offer the satisfaction and gratification that come from doing work that improves the lives of vulnerable children and families. That's where Firefly Children and Family Alliance stands out from the crowd. As one of our employees, you'll be able to directly make an impact on the lives of thousands of Indiana children, families, and adults.

Firefly Children & Family Alliance is looking for a full-time Grants Coordinator in Indianapolis, Indiana. As the Firefly Children & Family Alliance Grants Coordinator, you are responsible for coordinating administrative data and information management throughout the grants process. You are responsible for the fiscal and programmatic reporting of grants, including but not limited to state and federal grants and private foundations and corporations. The Grants Coordinator will work across programs and with development and accounting to ensure that grant management documents, procedures, and implementation are executed professionally, efficiently, on schedule, and in a manner consistent with best practices. The Development team at Firefly oversees the submission of 75 to 100 proposals per year. The Grants Coordinator will be responsible for managing as many as 45 to 60 active grant awards at any given time.

Our Benefits:

• Student Loan Repayment
• Tuition Reimbursement
• Medical, Dental, and Health Insurance
• PTO and Paid Holidays
• Short-Term and Long-Term Disability
• Life Insurance

Responsibilities

• Coordinate the day-to-day administration and tracking of assigned grants, including deadlines, expenditures, required documentation, and reporting requirements.
• Prepare and process grant-related expense reports, check requests, invoices, and other financial documentation accurately and in a timely manner.
• Work closely with program directors and other program staff to understand grant-funded activities, monitor progress, gather required information, and support successful grant implementation.
• Collaborate with Accounting to obtain financial reports, reconcile grant expenditures, and ensure alignment between approved budgets and actual spending.
• Monitor grant expenditures throughout the grant period, identify potential underspending, overspending, or budget concerns, and proactively communicate issues to appropriate staff.
• Maintain an accurate and comprehensive grant calendar that includes application deadlines, reporting requirements, grant periods, renewal opportunities, and other key milestones.
• Provide regular updates regarding grant activities, deadlines, spending, and outstanding needs to Development leadership.
• Develop a strong working knowledge of Firefly’s programs, services, populations served, outcomes, and funding priorities through ongoing communication with program and organizational leadership.
• Research prospective foundation, corporate, and other grant funding opportunities that align with Firefly’s strategic and programmatic priorities.
• Assist with the preparation, coordination, and submission of grant applications, reports, supporting documentation, and other funder communications.
• Build positive, collaborative working relationships with colleagues across departments and serve as a responsive resource for grant-related questions and needs.
• Provide strong administrative and project coordination support to the Development team, program leadership, and executive leadership as needed.
• Schedule and coordinate recurring grant meetings, prepare necessary materials, track follow-up items, and help ensure commitments are completed.
• Demonstrate strong attention to detail by reviewing grant materials, financial information, deadlines, and documentation for accuracy and completeness.
• Communicate proactively when deadlines, deliverables, financial concerns, or other issues require attention.
• Support a team-oriented environment by being flexible, approachable, responsive, and willing to assist with shared priorities.
• Perform additional responsibilities as assigned.

Requirements

• Bachelor’s degree in a related field or equivalent combination of education and 3–5 years of relevant professional experience.
• Minimum of 2 years of experience in grant administration or management; experience with state and federal grants preferred.
• Experience in nonprofit, human services, foundation, government, higher education, or a related environment preferred.
• Experience working with ICJI, FSSA, or other Indiana state and human services funders is strongly preferred.
• Strong interpersonal skills with the ability to build positive, collaborative relationships across departments and with organizational leadership.
• Highly organized and detail-oriented, with demonstrated accuracy in managing budgets, expenditures, deadlines, documentation, and reporting requirements.
• Ability to manage multiple grants, deadlines, and competing priorities while adapting quickly to changing needs.
• Proactive, dependable, and team-oriented, with strong follow-through and the ability to work independently while knowing when to seek guidance.
• Strong written and verbal communication, research, problem-solving, and critical thinking skills.
• Proficiency with Microsoft Office, particularly Excel, Word, Outlook, and Teams, with the ability to quickly learn grant portals and other technology systems.