Grants & Events Coordinator: Drive Impact & Compliance

HATCH; Carmel (IN); On-site; USD 48,000 - 52,000; Full time

Job summary

HATCH is seeking a Grant & Events Coordinator to support the day-to-day execution of grant-funded work and related events. This role helps keep grant activity organized, documentation complete, reporting inputs moving, deadlines visible, and events planned with care and professionalism.

This hands-on coordination role requires being highly organized, detail-oriented, deadline-driven, and comfortable working across internal teams and external partners.

Qualifications

• 2-4 years of experience in nonprofit operations, grant administration support, event coordination, program coordination, or a similar role.
• Experience maintaining trackers, calendars, documentation systems, meeting notes, and follow-up lists.
• Strong attention to detail and comfort managing multiple deadlines at once.
• Clear written and verbal communication skills.
• Experience coordinating meetings, events, vendors, partners, or cross-functional workstreams.
• Comfort working with confidential or sensitive information.

Responsibilities

• Maintain grant trackers, reporting calendars, action-item lists, contact lists, and documentation logs.
• Track deadlines, deliverables, owners, risks, and follow-up needs for federal grant-funded initiatives.
• Coordinate internal inputs from Operations, Finance, Marketing, Programs, and leadership.
• Prepare meeting agendas, notes, action items, and follow-up summaries.
• Support organization of grant files, reports, budgets, partner materials, evaluation inputs, and supporting documentation.
• Flag missing information, unclear ownership, or deadline risks early to the Chief of Staff.
• Gather program activity updates, partner information, evaluation inputs, financial documentation, and other materials needed for reporting.
• Help assemble draft reporting materials for review by the Chief of Staff and leadership.
• Maintain organized documentation that supports reporting, funder confidence, and audit readiness.
• Coordinate with Finance to ensure required backup documentation is collected and stored appropriately.
• Coordinate event timelines, vendor lists, invitation lists, run-of-show documents, registration details, and logistics trackers.
• Capture event outcomes, attendance, follow-up actions, and documentation needed for grant or stakeholder reporting.

Skills

Grant administration

Event coordination

Nonprofit operations

Reporting

Stakeholder coordination

Tools

Microsoft 365

Teams

SharePoint

Excel

Power BI

Salesforce

QuickBooks

Bill.com

Job description

HATCH is seeking a Grant & Events Coordinator to support the day-to-day execution of grant-funded work and related events. This role helps keep grant activity organized, documentation complete, reporting inputs moving, deadlines visible, and events planned with care and professionalism.

This hands-on coordination role requires being highly organized, detail-oriented, deadline-driven, and comfortable working across internal teams and external partners.