Grants & Database Coordinator (4393)

Paycom - ATS; Madison (WI); Hybrid; USD 30,000 - 45,000; Part time

Job summary

Journey Mental Health Center is seeking a part-time Grants & Database Coordinator to lead grant writing, reporting, and donor database management. The role collaborates with finance, operations, and clinical teams to secure funding and support program initiatives.

This position emphasizes grant coordination, data analysis, and donor stewardship within a hybrid work setting. The role supports development strategies, events, and fundraising campaigns, ensuring accuracy in reports and timely

Qualifications

• Minimum of 3 years of nonprofit grant writing and management experience.
• Minimum of 1 year of experience with donor database management, preferably a nonprofit CRM.
• Knowledge of grant sources and methods for securing grants in corporate, public, and private sectors.
• Exceptional writing and editing skills with the ability to understand and appeal to varied audiences.
• Experience using a CRM system to produce and analyze reports.
• Knowledge of budgeting, accounting principles, and grant reconciliation.
• Strong project management skills and time-management abilities.

Responsibilities

• Develop an understanding of Journey’s mission and impact on the community.
• Collaborate with leadership and program staff to understand funding needs and develop key outcome metrics that align with funder goals.
• Research and identify grant funding opportunities and cultivate alignment with Journey’s mission.
• Prepare and submit accurate proposals, narratives, budget details, and supporting documentation by deadlines.
• Serve as a primary liaison with funders regarding contract terms, reporting requirements, and compliance matters.
• Maintain grant calendar, tracker, and organized grant files and documentation.
• Lead gift processing and support donor stewardship activities.
• Support maintenance of the donor database to ensure data integrity.

Skills

Writing & editing

Organization

Project management

Communication

Education

High School Diploma

Tools

Bloomerang CRM

CRM systems

Job description

Job Details

Job Location: Kessel Court Campus - MADISON, WI

Position Type: Part Time

Education Level: High School

Salary Range: Undisclosed

Travel Percentage: Negligible

Job Shift: Day

Job Category: Health Care

Job Summary

The Grants & Database Coordinator leads grant writing and reporting, and donor database management for Journey Mental Health Center. This role is responsible for securing grant funding, managing internal grant coordination, maintaining our donor database, and supporting development strategies, activities, and events. The position leads the development of grant funding strategies to achieve fundraising goals and support clinical program initiatives. The position supports donor relations through data collection and analysis and stewardship coordination. This position works closely with a small development team and regularly works with finance, operations, and clinical teams across the organization.

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

Journey Mental Health Center upholds a strong commitment to People, Opportunities, Community, and Access (POCA) that guides our daily operations. We foster a caring community for all individuals to feel a sense of belonging. We prioritize delivering services that are centered around ensuring fairness and inclusivity for all. We are dedicated to demonstrating courage and initiative within our agency and community to actively dismantle structural oppression for all affected communities.

Duties/Responsibilities

• Continuously develop an understanding of Journey’s mission and impact on the community.
• Collaborate with leadership and program staff to understand programmatic and funding needs and develop key outcome metrics that algin with funder goals.
• Research and identify grant funding opportunities and cultivate alignment with Journey’s mission.
• Prepare and submit accurate and high-quality proposals, narratives, budget details, and supporting documentation by required deadlines.
• Serve as a primary liaison with funders regarding contract terms, reporting requirements, and compliance matters.
• Ongoing collaboration with our finance and program staff to ensure compliance, collect outcome data and complete timely progress and evaluation reports.
• Maintain comprehensive grant calendar and tracker, as well as organized, accessible grant files and documentation.
• Contribute to improving the organization’s fundraising strategy, grant management procedures, and internal data collection process.
• Lead gift processing and support all donor stewardship activities.
• Support maintenance of the organization’s donor database, Bloomerang, to ensure the accuracy and integrity of constituent data and donation records.
• Develop and generate reports, dashboards, and mailing lists to support fundraising campaigns, donor stewardship, and board reporting.
• Support development event planning and operations.

Qualifications: ESSENTIAL

Education/Experience

• Minimum of 3 years of nonprofit grant writing and management experience.
• Minimum of 1 year of experience with a significant role in donor database management, preferably a nonprofit CRM
• Knowledge of grant sources and methods for securing grants in corporate, public, and private sectors.
• Exceptional writing and editing skills with the ability to understand and appeal to varied audiences.
• Experience composing, formatting, and proofing business correspondence with a high degree of attention to detail and accuracy.
• Experience using a CRM system to produce and analyze reports.
• Knowledge of budgeting, accounting principles, and grant reconciliation
• Strong project management skills and experience.
• Strong organizational and time-management skills are important.
• Ability to work and communicate with people with a wide range of backgrounds and identities.
• Possession of a valid driver’s license, a favorable driving record, adequate insurance (per state law), and access to a vehicle.

PREFERRED

• Experience with Bloomerang CRM & Fundraising databases.
• Experience working in nonprofit, human service or health related field.
• Familiarity with Madison, Dane County and Wisconsin grant funding sources.
• Experience with government contracts, procedures, and requirements.
• Demonstrated success in using strategic methods to identify new grant opportunities.

Physical Requirements

• Requires sitting, standing, light lifting, bending, and reaching; and the ability to use and operate standard office equipment, including computer, calculator, phone, printer, cell phone, etc.

Working Conditions

This is a hybrid position with regular duties to be performed in the office. May require occasional evening or weekend hours depending on program and event needs.

Hiring Process

All potential candidates will need to successfully pass the Background Information Disclosure (BID) for entity employees and contractors. Wisconsin’s Caregivers Law requires background, and criminal checks are required by the Department of Health Services and Wis. Stat. 50.065(6)(c) and Wis. Admin Code § DHS 12.05(4)

Journey Mental Health Center provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.