Grants Operations Specialist

Harold-Grinspoon-Foundatio; Agawam (MA); Hybrid; USD 50,000 - 60,000; Full time

Job summary

The Harold Grinspoon Foundation (HGF) seeks a proactive Grants Associate to support outgoing grantmaking for PJ Library, JCamp 180, Life & Legacy, and local Western Massachusetts grants. The role manages workflows from invitations to reporting, coordinating communications, data integrity in Salesforce, and financial tracking in collaboration with CFO and Grants Manager.

The ideal candidate is organized, detail-oriented, and capable of handling confidential information with discretion, with at

Qualifications

• At least two years of experience in administration, customer service, grants operations, or a related field.
• Excellent organizational skills, accuracy, and ability to manage multiple priorities and deadlines.
• Strong written and verbal communication skills, including the ability to prepare clear, polished correspondence.
• Demonstrated initiative, sound judgment, problem-solving ability, and commitment to responsive customer service.
• Ability to handle confidential and sensitive information with discretion.
• Intermediate proficiency in Microsoft Office applications (Excel, Word, PowerPoint, Outlook).
• Experience with Salesforce or another CRM/grant management platform preferred.

Responsibilities

• Coordinate grant administration across the grant lifecycle, from invitations to final reporting and closeout.
• Prepare and route grant agreements for signature, verify eligibility and tax-exempt status, and track terms compliance.
• Coordinate applicant communications, deadlines, and follow-up on outstanding materials.
• Partner with program teams to implement grant guidelines, processes, and reporting requirements.
• Prepare professional grant correspondence and maintain timely communication with applicants and grantees.
• Process grant payments and monitor disbursements, ensuring accuracy and timeliness.
• Maintain grant budgets and expense tracking, identify discrepancies, and coordinate resolutions.
• Maintain grant records in Salesforce and ensure data completeness and consistency.
• Prepare recurring grant reports and data summaries for management and program teams.
• Support staff and grantees in navigating the grants management system.

Skills

Administrative support

Customer service

Communication

Time management

Microsoft Office

Salesforce

Tools

Salesforce

Microsoft Office

Job description

The Harold Grinspoon Foundation (HGF) seeks a proactive Grants Associate to support outgoing grantmaking for PJ Library, JCamp 180, Life & Legacy, and local Western Massachusetts grants. The role manages workflows from invitations to reporting, coordinating communications, data integrity in Salesforce, and financial tracking in collaboration with CFO and Grants Manager.

The ideal candidate is organized, detail-oriented, and capable of handling confidential information with discretion, with at