Grants Manager

Asphalt Green; New York (NY); Hybrid; USD 90,000 - 120,000; Full time

Job summary

Asphalt Green on the Upper East Side seeks a detail-oriented Grants Manager to lead government and institutional funding efforts. You will oversee tracking, budgeting, invoicing, reporting, and documentation across departments, ensuring compliance and timely submissions.

Collaborating with Development, Finance, Programs, and leadership, you will strengthen internal systems, support proposals, and provide accurate funder reporting to advance Asphalt Green’s mission and community impact.

Qualifications

• Minimum 4–6 years of grants management or related nonprofit fundraising experience.

Responsibilities

• Manage tracking, invoicing, reporting, and documentation for government grants.
• Coordinate with Development, Finance, and Programs to ensure deliverables and deadlines.
• Prepare budgets, narratives, and funder submissions.
• Support grant proposal development and data gathering.
• Maintain organized grant records and assist with audits.

Skills

Grants management

Institutional fundraising

Nonprofit finance

Government contracts

Project management

Attention to detail

Communication

Education

Bachelor’s degree or equivalent professional experience

Tools

Passport

Salesforce

Grant tracking tools

Job description

About Asphalt GreenAsphalt Green is a nonprofit organization that transforms lives and builds community through sports, fitness, and play for all.Each year, Asphalt Green serves thousands of New Yorkers through sports, aquatics, fitness, camps, and community programs that promote health, personal growth, and lifelong participation in physical activity. Across three campuses and numerous community partnerships, Asphalt Green is committed to providing high-quality programs that are inclusive, accessible, and rooted in excellence.Asphalt Green believes that access to movement, sport, and wellness can change lives. Our work helps young people develop confidence, resilience, leadership skills, and healthy habits that extend far beyond the playing field.About the RoleThe Grants Manager is a key member of Asphalt Green’s Development team and plays a central role in managing the organization’s government and institutional funding portfolio.In this role, you will help manage the full lifecycle of government grants, including tracking, compliance, invoicing, reporting, documentation, and internal coordination. You will work closely with Development, Finance, Program Teams, and organizational leadership to ensure grant requirements are understood, deadlines are met, funding is accurately tracked, and programmatic and financial information is organized and accessible.The Grants Manager also supports proposal development through budget creation, data gathering, and reporting support; strengthens internal systems for sharing institutional giving information; and contributes to accurate Development operations through Salesforce and related tools.This position is a good fit for someone who is detail-oriented, highly organized, deadline-driven, collaborative, and comfortable working at the intersection of fundraising, finance, compliance, and program implementation.Why This Role MattersGovernment and institutional funding are critical to Asphalt Green’s ability to expand access, sustain community programs, and deliver measurable impact across New York City.The Grants Manager helps ensure that public and institutional funding is managed responsibly, accurately, and in alignment with funder requirements. This role supports Asphalt Green’s ability to meet grant commitments, submit timely reports and invoices, maintain compliance, prepare for audits, and provide funders with clear, accurate information about the impact of their support.By keeping grant information organized, deadlines visible, budgets aligned, and internal teams coordinated, the Grants Manager strengthens Asphalt Green’s ability to secure, manage, and steward funding that supports our mission.What You’ll DoGovernment Grants ManagementManage tracking, allocations, invoicing, reporting, and documentation for government grants using systems such as Passport and internal tracking tools.Maintain accurate grant records, monitor deadlines, and ensure invoices, reports, and required materials are submitted accurately and on time.Coordinate with Development, Finance, and Program Teams to ensure grant deliverables are understood, fulfilled, and documented.Keep Development leadership informed of upcoming deadlines, compliance requirements, outstanding needs, and risks.Budget Development & Financial CoordinationPartner with Finance and Program Teams to develop proposal budgets, budget narratives, and budget modifications for government and institutional funding opportunities.Support the financial components of grant reports, invoices, reimbursement requests, and funder submissions.Monitor expenditures against approved grant budgets and support reconciliation processes in partnership with Finance.Help ensure grant budgets, allocations, expenses, and reporting materials are accurate and aligned with funder requirements.Compliance & Contract ManagementSupport organizational compliance with government contract and grant requirements, including reporting schedules, documentation standards, allowable expenses, and funder-specific processes.Track grant restrictions, deliverables, contract terms, reporting obligations, and documentation requirements.Maintain organized records that support compliance, audit readiness, and internal accountability.Communicate key requirements and deadlines to internal stakeholders so teams understand what is needed and when.Public Funding CoordinationCoordinate cross-departmental activities related to public funding opportunities, government grants, and related institutional support.Support Development leadership and colleagues in responding to public affairs, public support, and government funding requests.Gather programmatic, financial, and organizational information needed for public funding opportunities.Help track public funding deadlines, requirements, contacts, and next steps in coordination with Development leadership.Institutional Giving Data & ReportingSupport Institutional Giving staff with data requests needed for proposals, grant reports, renewals, funder updates, and stewardship materials.Gather program outcomes, participation data, financial information, impact stories, and other reporting materials from internal teams.Develop and maintain internal resources that make programmatic and financial data easier to access across the Development team.Help translate program and financial information into clear reporting materials for funders and internal stakeholders.Proposal & Institutional Funding SupportSupport proposal development by gathering programmatic, financial, and organizational information needed for government and institutional funding opportunities.Contribute to grant narratives, renewal materials, letters, reports, and other funder-facing documents as needed.Help prepare budgets, budget narratives, attachments, and supporting documentation in partnership with Finance, Program Teams, and Development colleagues.Ensure proposal and reporting materials are complete, accurate, aligned with funder guidelines, and submitted by deadline.Development Operations SupportServe as a backup for gift entry and related Development operations tasks in Salesforce to support continuity, accurate donor records, and data integrity.Contribute to accurate donor, grant, and funder record management within the CRM.Maintain organized records of grant activity, funder communications, submissions, awards, reports, and supporting materials.Help improve internal systems for tracking grant opportunities, submissions, reports, invoices, and outcomes.Cross-Department CollaborationWork closely with Development, Finance, Program Teams, and Operations to gather accurate programmatic, financial, and grant-related information.Communicate clearly with internal stakeholders about deadlines, documentation needs, reporting requirements, and funder expectations.Support coordination across teams so grants reflect accurate budgets, deliverables, outcomes, and impact.What Success Looks LikeSuccess in this role means Asphalt Green’s grant work is organized, timely, accurate, and compelling. A successful Grants Manager will:Keep grant deadlines, reporting requirements, invoices, budgets, contracts, and documentation organized and up to date.Submit accurate reports, invoices, budget materials, and supporting documents on time.Strengthen coordination between Development, Finance, and Program Teams.Help ensure government and institutional funding is managed in alignment with funder requirements.Maintain strong internal systems for tracking grants, records, reporting needs, and compliance obligations.Support accurate financial and programmatic reporting in partnership with Finance and program colleagues.Provide Development colleagues with reliable data and documentation for proposals, reports, renewals, and funder communications.Contribute to strong Development operations through accurate Salesforce records and organized grant files.Build trust with internal partners by communicating clearly, following through, and anticipating deadlines and information needs.Who You’ll Work WithSenior Director of Development and Campaign OperationsDevelopment leadershipInstitutional Giving staffFinance TeamCommunity Programs TeamSports TeamAquatics TeamFitness TeamCamps TeamOperations TeamMarketing and Communications TeamProgram leadersExecutive leadership, as neededFoundation, corporate, government, and institutional funders, as appropriateRequired QualificationsYou’ll need:Bachelor’s degree or equivalent professional experience.4–6 years of experience in grants management, institutional fundraising, nonprofit finance, government contract administration, or a related field.Experience working with government grants, public funding, restricted funding, compliance requirements, or grant reporting.Experience collaborating with Finance and Program Teams on budgets, reporting, documentation, reconciliations, or funder submissions.Strong project management and organizational skills, with the ability to manage multiple deadlines, requirements, and internal information requests at the same time.Strong attention to detail and ability to maintain accurate records, documentation, and tracking systems.Ability to gather, organize, and translate financial and programmatic information into clear reports, submissions, and internal materials.Strong written and verbal communication skills.Ability to communicate professionally with internal stakeholders and external funders.Proficiency with Microsoft Office, Google Workspace, CRM databases, grant tracking tools, or similar systems.Commitment to Asphalt Green’s mission and to supporting access, wellness, youth development, and community-centered programming.Preferred QualificationsIt would be helpful if you also have:Experience with NYC government funding systems, including Passport.Experience using Salesforce or another donor database/CRM system.Experience working in a nonprofit organization that receives public funding.Familiarity with government contract management, grant compliance, audit preparation, or restricted funding.Experience supporting grant proposal development, institutional fundraising strategy, or funder reporting.Experience preparing or supporting grant budgets, budget narratives, budget modifications, invoices, or reimbursement requests.Experience with program data, evaluation results, surveys, participation metrics, or impact reporting.Experience working in a community-based, youth development, education, recreation, sports, fitness, public health, or human services organization.Grant writing, fundraising, nonprofit management, project management, public administration, or related training or certification.Bilingual or multilingual skills.Schedule and Work EnvironmentThis role is based primarily at Asphalt Green’s Upper East Side headquarters and may require occasional work across Asphalt Green locations based on grant, program, funder, or department needs.This position is hybrid eligible; however, onsite presence may be required for team meetings, program visits, funder visits, cross-department planning, events, or organizational needs.The work environment is primarily office and computer-based. The role may also involve visiting program spaces, attending meetings, participating in events, or observing programs to better understand Asphalt Green’s impact.This schedule is important because the role supports grant deadlines, funder reporting, program information gathering, Development team priorities, and institutional funding relationships. Occasional evening or off-hours availability may be required for urgent deadlines, funder events, site visits, or major submissions.