Grants Coordinator (ASPCA)

The American Society for the Prevention of Cruelty to Animals; New York (NY); On-site; USD 55,000 - 75,000; Full time

Job summary

The American Society for the Prevention of Cruelty to Animals (ASPCA) is seeking a Grants Coordinator to support the Grantmaking Team in daily operations, including Fluxx database management and responsive assistance to applicants, grantees, and staff. Responsibilities span grants management, customer service, and database maintenance, ensuring data integrity, timely workflows, and accurate reporting.

The role emphasizes collaboration and adherence to ASPCA core values as we advance animal

Qualifications

• 4 year college degree strongly preferred.
• 1-3 years grants management experience preferred.
• 1-3 years technical and/or customer support experience required.
• Experience using grants management databases such as Fluxx; Salesforce; Blackbaud/MicroEdge Gifts/Alta/Gifts Online strongly preferred.
• Experience working with private foundations, public foundations and/or grantmaking public charities preferred.

Responsibilities

• Grants Management (45%): Manage pre- and post-grant processes for all grants, including workflows for grant proposal intake and review, grant approvals, contract routing, grant payments, grantee reports, and grant close-outs.
• Screen grant applications for missing or incomplete data; correspond with applicants to follow up and resolve
• Oversee grant coding, coding integrity, and code modifications
• Monitor and facilitate the timely intake and review of grant requests and grantee reports through regular batch email reminders, individual follow-up communications, and liaising between applicants/grantees and Grant Officers
• Assist with grant budget, restricted gift tracking and reconciliation
• Liaise with ASPCA finance department to follow up on grant payments and grant modifications including refunds, cancellations, and audit requests
• Work on special projects as assigned to assist in departmental strategic objectives
• Customer Service (35%): Resolve and/or facilitate the resolution of internal and external email and phone inquiries on behalf of the department
• Generate customized reports from Fluxx for use by development and media departments, and for other internal and external users as needed
• Provide technical training to internal and external constituents
• Grants Database Maintenance (20%): Manage distribution of email alerts from Fluxx at least three (3) times daily
• Process applicant portal registrations in Fluxx daily
• Perform regular data maintenance checks
• Perform coding and data integrity checks
• Research, diagnose, and resolve common technical issues in Fluxx
• Modify grant application templates, fields and other components on the Fluxx administrator panel

Skills

Customer service

Data management

Grant management

Fluxx

Technical support

Excel

Word

Communication

Education

Bachelor's degree

Tools

Fluxx

Salesforce

Blackbaud

Gifts Online

Job description

The Grants Coordinator supports the day-to-day operations of the ASPCA’s Grantmaking Team, including working daily within grantmaking database (Fluxx) and providing timely support to all internal and external clients (applicants; grantees; ASPCA staff) to resolve and/or *elicit* both general grant and database-specific inquiries. The Grants Coordinator works closely with the grants team to facilitate efficient grantmaking processes, ensure integrity of the grants database, and support department operations and organizational initiatives.

Responsibilities

Responsibilities will include, but are not limited to:

Grants Management (45%)

• Manage pre- and post-grant processes for all grants, including workflows for grant proposal intake and review, grant approvals, contract routing, grant payments, grantee reports, and grant close-outs.
• Screen grant applications for missing or incomplete data; correspond with applicants to follow up and resolve
• Oversee grant coding, coding integrity, and code modifications
• Monitor and facilitate the timely intake and review of grant requests and grantee reports through regular batch email reminders, individual follow-up communications, and liaising between applicants/grantees and Grant Officers
• Assist with grant budget, restricted gift tracking and reconciliation
• Liaise with ASPCA finance department to follow up on grant payments and grant modifications including refunds, cancellations, and audit requests
• Work on special projects as assigned to assist in departmental strategic objectives

Customer Service (35%)

• Resolve and/or facilitate the resolution of internal and external email and phone inquiries on behalf of the department
• Generate customized reports from Fluxx for use by development and media departments, and for other internal and external users as needed
• Provide technical training to internal and external constituents

Grants Database Maintenance (20%)

• Manage distribution of email alerts from Fluxx at least three (3) times daily
• Process applicant portal registrations in Fluxx daily
• Perform regular data maintenance checks
• Perform coding and data integrity checks
• Research, diagnose, and resolve common technical issues in Fluxx
• Modify grant application templates, fields and other components on the Fluxx administrator panel

Exemplifies the ASPCA’s Core Values:

• Has Commitment and dedication to improving the lives of animals
• Demonstrates Ownership and feels responsible for outcomes
• Believes in Team – that we are stronger together
• Seeks to Elevate others and reimagine what is possible
• Focuses on Impact, specifically making change for animals

Experience

• 4 year college degree strongly preferred
• 1-3 years grants management experience preferred
• 1-3 years technical and/or customer support experience required
• Experience using grants management databases such as Fluxx (preferred), Salesforce, Blackbaud/MicroEdge Gifts/Alta/Gifts Online strongly preferred
• Experience working with private foundations, public foundations and/or grantmaking public charities preferred

Qualifications

• Ability to provide excellent customer service to a diverse set of internal and external stakeholders
• Demonstrates patience, calmness and tact when working with individuals who may be stressed or frustrated
• Team player with excellent interpersonal skills
• Excellent communication skills and the ability to communicate effectively and clearly in writing to diverse audiences
• Love of animals and an interest in the organization’s mission of animal welfare
• Self-guided, highly organized and motivated individual requiring minimal supervision
• Exceptional attention to detail and ability to keep a team on top of details in a fast-paced environment with a high volume of work
• Strong organizational and planning skills
• Proficiency in Microsoft Excel and Word

Other Information

• Light travel – up to four times per year – may be required