Grants & Finance Operations Specialist

SPIRIT; Kalamazoo (MI); Hybrid; USD 42,000 - 60,000; Full time

Job summary

Fetzer Institute in Kalamazoo, MI seeks a Grants & Finance Operations Specialist who can improve accuracy and coordination across grants and financial processes.

You will manage grant lifecycle steps, budgets, reporting, Concur/CRM usage, and vendor records, with strong attention to detail and service orientation.

The role is onsite with hybrid flexibility and pays $36.80 per hour plus a generous benefits package including medical, dental, vision, 401(k), PTO and wellness programs.

Qualifications

• Degree in Finance, Business Administration, Nonprofit Management, or related field, or equivalent education/experience.
• 3–5 years in finance operations, grants administration, or related role.
• Experience with grant lifecycle, due diligence, budgets, payment schedules, and compliance docs.
• CRM/ERP or grants management database experience; Microsoft Dynamics 365 preferred.
• Strong attention to detail, organization, and ability to manage recurring deadlines.
• Clear written communication; experience training others on processes or systems.
• Service orientation with patient, approachable communication; ability to follow up respectfully.
• Sound judgment and discretion handling confidential financial/partner information.

Responsibilities

• Coordinate proposal intake, due diligence, and approval routing with required documentation.
• Establish project budgets and payment schedules in grants database.
• Maintain records of funding allocations and adjustments; verify approvals.
• Verify milestone completion before payments are released.
• Monitor grant requirements and deadlines; follow up with Program staff.
• Manage project close-out and records retention per Institute policy.
• Maintain grants data integrity and generate routine/ad hoc reports.
• Support reconciliation of grants data with the general ledger.
• Train staff on grants processes and systems.
• Administer corporate credit card program; handle Concur access and permissions.
• Maintain vendor records per internal controls; liaise with travel management company.
• Prepare and track employee billing invoices.
• Maintain Finance workflow tools and intranet content; document processes.
• Identify opportunities to improve Finance processes and support system changes.
• Distribute financial statements and audit documentation to leadership.
• Support annual audit by gathering requested documentation.

Skills

Attention to detail

Organization

Clear written communication

Training others

Service orientation

Discretion

Education

Degree in Finance / Business Administration / Nonprofit Management

Tools

CRM/ERP systems

Microsoft Dynamics 365

Job description

In accordance with our core values of love, trust, authenticity, and belonging, the Fetzer Institute affirms that every person has inherent value and purpose, and that we belong to a sacred community that includesallpeople and allof creation. The Institute welcomes candidates from all backgrounds who are inspired to contribute to our mission of helping build the spiritual foundation for a loving world. Your unique voice is valued, and we are excited to hear from you!

Position Summary

At Fetzer Institute, the way we do our work matters as much as the work itself. We strive to align our practices with our values, stewarding our resources with care and integrity in service of our mission. The Grants & Finance Operations Specialist contributes to this work by bringing accuracy, consistency, and thoughtful coordination to the systems and processes that support the Institute’s financial and grantmaking operations.

Working at the intersection of Finance and Program, this role helps ensure that grants move smoothly through each stage of the funding lifecycle and that the information, documentation, and processes supporting our work are accurate, organized, and reliable. Beyond managing details and deadlines, the Specialist serves as an approachable, solutions-oriented resource for colleagues, helping them understand and navigate Finance processes with confidence.

The ideal candidate brings strong organizational skills, sound judgment, and a genuine commitment to service. They understand that thoughtful administration is more than a collection of tasks; it is an opportunity to build trust, strengthen collaboration, and support the Institute’s work in the world.

This is an onsite role in Kalamazoo, Michigan, with flexibility for hybrid work. We believe meaningful relationships and a strong staff community are built through time together, while also recognizing the value of flexibility in how and where we work. The position pays $36.80 per hour and is eligible for our generous benefits package designed to support your whole life — not just your work. Benefits include medical, dental, vision, and prescription coverage; a 401(k) plan; generous paid time off; and an extensive wellness package that supports your physical, emotional, and overall well-being.

Grants Lifecycle Administration

• Coordinate proposal intake, due diligence, and approval routing, ensuring required documentation and approvals are complete
• Establish project budgets and payment schedules in the grants database consistent with approved agreements
• Maintain complete records of funding allocations and adjustments, verify approvals, and identify discrepancies
• Verify milestone completion against agreement terms before payments are released for processing
• Monitor grant requirements and deadlines, and follow up with Program staff on outstanding deliverables
• Manage project close-out and records retention in accordance with Institute policy

Grants Data, Reporting & Staff Support

• Maintain the accuracy and integrity of grants data, and produce routine and ad hoc reports
• Support the reconciliation of grants data with the general ledger
• Serve as a resource for staff on grants processes and systems, providing training and guidance

Finance Administration

• Administer the corporate credit card program, including card issuance, changes, and statement distribution
• Administer Concur user access and approval permissions, and support staff use of the system
• Establish and maintain vendor records in accordance with internal controls
• Serve as the Finance liaison with the Institute’s travel management company
• Prepare and track employee billing invoices through collection

Finance Team Operations

• Maintain the Finance team’s workflow tools, procedures, and process documentation
• Maintain Finance forms and content on the Institute’s intranet (EARL)
• Identify opportunities to improve Finance processes, and support testing and rollout of system changes

Financial Information & Audit Support

• Distribute financial statements and Finance reports to leadership and budget holders on a consistent schedule
• Respond to requests for standard Finance documents and maintain an organized document library
• Support the annual audit by gathering and organizing requested documentation

Learning, Inner Work and Community

Fetzer aims to “be” the change we want to see in the world, which is to help build the spiritual foundation for a loving world. Therefore, each staff member is expected to have a commitment to nurture their inner life, continual learning, and be active in the community.

• Attend the Tuesday morning Community of Freedom Gatherings from 9:00 a.m. to 12:00 p.m. EDT each week.
• Optional 2:00 p.m. to 2:20 p.m. EDT meditation time, every day.
• Independently directed professional and spiritual development built into your work plan.

Qualifications

• Degree in Finance, Business Administration, Nonprofit Management, or a related field, or equivalent combination of education and experience
• Three to five years of experience in finance operations, grants administration, or a related role, preferably in a foundation or nonprofit setting
• Working knowledge of the grant or funding lifecycle, including due diligence, budgets, payment schedules, and compliance documentation
• Experience working in a CRM, ERP, or grants management database; Microsoft Dynamics 365 experience preferred
• Strong attention to detail, organization, and ability to manage recurring deadlines
• Clear written communication and experience training others on processes or systems
• A service orientation with a patient, approachable communication style, and the ability to follow up persistently and respectfully
• Sound judgment and discretion in handling confidential financial and partner information