Grants & Reporting Specialist

Plimoth Patuxet Museums, Inc.; Plymouth (MA); On-site; USD 32,000 - 37,000; Full time

Job summary

Plimoth Patuxet Museums in Plymouth, MA seeks a Grants Assistant reporting to the Deputy Director, Special Projects & Strategic Partnerships. This administrative role supports all grant activities from pre‑award to post‑award, maintains records, coordinates documentation, and helps ensure compliance and timely reporting.

The ideal candidate will have a BA/BS, experience with spreadsheets, and familiarity with foundations or government funders.

Qualifications

• BA or BS preferred.
• Administrative, financial, program coordination or related professional experience.
• Experience maintaining accurate records and coordinating information across departments.
• Experience with spreadsheets, databases, and standard office software including Excel or Google Sheets.

Responsibilities

• Assist the Deputy Director in overseeing the museum's grant portfolio, helping to coordinate strategy, author and review proposals and reports, and conduct prospect research.
• Maintain strict confidentiality when handling sensitive personnel and compensation information, including salary and wage data, and ensure such information is accessed, used, and shared only as authorized and in the course of performing assigned job responsibilities.
• Create and maintain centralized, up-to-date calendars of proposal deadlines and records of all awarded grants, including funding amounts, grant periods, allowable uses, restrictions, reporting requirements, deadlines, and other award conditions.
• Monitor grant reporting schedules and coordinate with teams across the museum to collect, prepare, review, and submit required reports in accordance with funder requirements.
• Collect and submit grant related invoices, receipts, expenditure documentation, reimbursement requests, and other supporting records to funders and retain for institutional retention.
• Track grant expenditures against awarded funding and approved budgets; identify discrepancies, missing documentation, upcoming deadlines, or potential funding shortfalls, and communicate these to the appropriate department managers and Finance.
• Work collaboratively with department managers, project leads, and Finance to obtain required information, clarify reporting needs, resolve documentation gaps, and ensure grant related responsibilities are completed on schedule.
• Maintain a calendar of grant milestones, reporting deadlines, reimbursement submissions, and grant expiration dates; provide timely reminders to responsible staff.
• Coordinate the collection and submission of final reports and supporting documentation and confirm that required close-out activities are completed in collaboration with Finance and relevant departments.
• Develop and maintain consistent procedures, tracking tools, and reporting workflows to improve visibility, accountability, and efficiency in the administration of grant funding.

Skills

Organizational skills

Confidentiality and discretion

Written and verbal communication

Cross-department collaboration

Spreadsheet proficiency

Grant reporting

Project management

Education

BA/BS degree

Tools

Microsoft Excel

Google Sheets

Job description

Plimoth Patuxet Museums in Plymouth, MA seeks a Grants Assistant reporting to the Deputy Director, Special Projects & Strategic Partnerships. This administrative role supports all grant activities from pre‑award to post‑award, maintains records, coordinates documentation, and helps ensure compliance and timely reporting.

The ideal candidate will have a BA/BS, experience with spreadsheets, and familiarity with foundations or government funders.