Grants Specialist

Swords to Plowshares; San Francisco (CA); Hybrid; USD 72,000 - 98,000; Full time

Benefits offered by this job

Medical benefits

Vision benefits

Dental benefits

Employee Assistance Program

Paid time off

Job summary

Swords to Plowshares, based in San Francisco, seeks a Grant Specialist to drive research, pipeline management, and grants administration for foundation, government, and corporate fundraising. The role reports to the Assistant Director of Resource Development and blends proactive prospecting with hands-on grant writing and reporting.

You will leverage Candid/Foundation Directory, Instrumental, LinkedIn, and Salesforce to identify donors, manage opportunities, and maintain an organized portfolio

Qualifications

• Prior grant writing or prospect research experience required.
• Strong ability to identify and prioritize new funding opportunities.
• Excellent writing, proofreading, and verbal communication skills.
• Detail-oriented with ability to manage a pipeline and deadlines.
• Familiarity with donor databases and prospect research tools.
• Comfort building systems and coordinating with senior leadership.

Responsibilities

• Prospect Research & Pipeline Management: Research and track potential foundation, government, and corporate funding opportunities using Candid/Foundation Directory, Instrumental, LinkedIn, Federal/State/Local grant announcements, and other relevant research tools and networks.
• Build and maintain a pipeline of new funding prospects, prioritizing opportunities based on fit, capacity, and organizational need.
• Prepare detailed overviews of funding opportunities, including alignment with STP's mission and programs, key points of contact, strategies for getting on a funder's radar, funder values and priorities, what to focus on in outreach and proposals, best-fit programs and timing for application, and examples of similar grantees.
• Monitor trends in the funding landscape — including shifts in funder priorities, new RFPs, and government funding opportunities — to keep the organization's prospect pipeline current and competitive.
• Manage a personal portfolio of grants from proposal through reporting, including drafting, submission, and stewardship.
• Draft and compile all materials relevant to grant proposals and reports.
• Communicate directly with funders regarding proposal submission, reporting, and any follow-up documentation requested.
• Work with Executive staff, Program Directors, and program staff to identify funding needs and translate program data into compelling, fundable narratives.
• Funder Stewardship & Engagement: Keep funder information and contacts updated across the full foundation, government, and corporate portfolio in Salesforce — not limited to your own assigned grants.
• Review and incorporate funder notes and updates from emails and grants team meetings to keep records current.
• Build and maintain a stewardship and engagement calendar for each foundation partner and prospective partner, covering both formal and informal touchpoints across the entire portfolio.
• Proactively manage up: alert and prompt the Grants Team and Chief Development Officer on upcoming touchpoints, and assign related tasks in Salesforce to keep stewardship on schedule.
• Program Coordination & Content Library: Work with Program Managers to compile quarterly program summaries, including program successes, special achievements, and client success stories.
• Create and maintain a content library of program narratives, data points, and client stories to streamline proposal preparation and help the Grants Team shape custom, funder-specific proposals.
• Data & Systems: Update and maintain Salesforce campaigns and fund goals to reflect current funding priorities and progress.
• Support tracking of annual fundraising goals and needs, with guidance from the Assistant Director.
• Maintain electronic grant files and grants calendar, ensuring accuracy of funder and prospect records.
• Cross-Team & Administrative Support: Support the Chief Development Officer and Communications/Events Team with event sponsorship prospecting, sponsorship proposals, and related solicitations.
• Support the Resource Development Department with writing, proofreading, special events, mailings, and other department activities as assigned.

Skills

Grant writing

Prospect research

Nonprofit fundraising

Writing

Proofreading

Verbal communication

Education

Bachelor's degree

Tools

Salesforce

Candid/Foundation Directory

Instrumental

LinkedIn

Job description

Founded in 1974, Swords to Plowshares is a community-based not-for-profit organization that provides counseling and case management, employment and training, housing, and legal assistance to veterans in the San Francisco Bay Area. We promote and protect the rights of veterans through advocacy, public education, and partnerships with local, state, and national entities. Believing that war causes wounds and suffering that last beyond the battlefield, our mission is to support veterans as they navigate the challenges of post-military life, and to prevent and end veteran homelessness through wrap-around care and informed advocacy. To learn more about Swords to Plowshares, please visit our website at www.swords-to-plowshares.org.

Job Title: Grant Specialist

Location: War Memorial Building, 401 Van Ness Ave Ste 313 SF, CA 94102

Schedule: Monday through Friday 9:00 AM – 5:00 PM

Reporting Type: Hybrid; 4 days remote, 1 day in-person with the team, and occasional in-person events required

Employment Type: Full-time, Non-Exempt

Salary Range: $40.87 per hour

Summary:

Swords to Plowshares is seeking a Grant Specialist to lead the research, pipeline management, and systems that power our foundation, government, and corporate fundraising program. Reporting to the Assistant Director of Resource Development, this role is split between two connected halves of the work: proactively researching and managing a pipeline of new funding opportunities, and taking ownership of a portfolio of grants from proposal through reporting. You'll use tools like Candid/Foundation Directory and Instrumental alongside LinkedIn and other professional networks to identify prospects and track shifts in the funding landscape, while also keeping the full foundation, government, and corporate portfolio — not just your own grants — organized, current, and moving through a clear stewardship and engagement calendar that keeps the Grants Team on track with timely touchpoints.

The ideal candidate is equally comfortable digging into research and building a case for support in writing — someone who enjoys spotting a good-fit funder, translating program data and client stories into a compelling narrative, and creating the systems and habits that keep a growing grants program running smoothly.

Responsibilities:

Prospect Research & Pipeline Management

• Research and track potential foundation, government, and corporate funding opportunities using Candid/Foundation Directory, Instrumental, LinkedIn, Federal/State/Local grant announcements, and other relevant research tools and networks.
• Build and maintain a pipeline of new funding prospects, prioritizing opportunities based on fit, capacity, and organizational need.
• Prepare detailed overviews of funding opportunities, including alignment with STP's mission and programs, key points of contact, strategies for getting on a funder's radar, funder values and priorities, what to focus on in outreach and proposals, best-fit programs and timing for application, and examples of similar grantees.
• Monitor trends in the funding landscape — including shifts in funder priorities, new RFPs, and government funding opportunities — to keep the organization's prospect pipeline current and competitive.
• Manage a personal portfolio of grants from proposal through reporting, including drafting, submission, and stewardship.
• Draft and compile all materials relevant to grant proposals and reports.
• Communicate directly with funders regarding proposal submission, reporting, and any follow-up documentation requested.
• Work with Executive staff, Program Directors, and program staff to identify funding needs and translate program data into compelling, fundable narratives.

Funder Stewardship & Engagement

• Keep funder information and contacts updated across the full foundation, government, and corporate portfolio in Salesforce — not limited to your own assigned grants.
• Review and incorporate funder notes and updates from emails and grants team meetings to keep records current.
• Build and maintain a stewardship and engagement calendar for each foundation partner and prospective partner, covering both formal and informal touchpoints across the entire portfolio.
• Proactively manage up: alert and prompt the Grants Team and Chief Development Officer on upcoming touchpoints, and assign related tasks in Salesforce to keep stewardship on schedule.

Program Coordination & Content Library

• Work with Program Managers to compile quarterly program summaries, including program successes, special achievements, and client success stories.
• Create and maintain a content library of program narratives, data points, and client stories to streamline proposal preparation and help the Grants Team shape custom, funder-specific proposals.

Data & Systems

• Update and maintain Salesforce campaigns and fund goals to reflect current funding priorities and progress.
• Support tracking of annual fundraising goals and needs, with guidance from the Assistant Director.
• Maintain electronic grant files and grants calendar, ensuring accuracy of funder and prospect records.

Cross-Team & Administrative Support

• Support the Chief Development Officer and Communications/Events Team with event sponsorship prospecting, sponsorship proposals, and related solicitations.
• Support the Resource Development Department with writing, proofreading, special events, mailings, and other department activities as assigned.

Desired Qualifications:

Experience:

• Prior experience in grant writing, prospect research, or nonprofit fund development required.
• Strong research skills with the ability to identify and prioritize new funding opportunities.
• Excellent writing, proofreading, and verbal communication skills.
• Detail-oriented with strong organizational skills to manage a pipeline and multiple deadlines simultaneously.
• Proficiency with donor databases (Salesforce preferred) and prospect research tools; familiarity with Candid/Foundation Directory, Instrumental, or similar platforms a plus.
• Comfort building and improving systems and processes, not just following existing ones.
• Confidence proactively coordinating and following up with senior leadership on time-sensitive stewardship and engagement tasks.
• Ability to work occasional evenings and weekends as needed to meet deadlines or support special events (flex time granted).
• Must be able to communicate and work effectively with a variety of personalities and be comfortable embracing the agency's principles of Cultural Humility.
• Fluency in English and ability to effectively read, write, and communicate in English with staff, clients, and external partners and stakeholders.
• Fluency in English and ability to effectively read, write, and communicate in English with staff, clients, and external partners and stakeholders.

Education:

• Bachelor's degree preferred.

Employees, in positions regularly scheduled to work 20 hours or more per week, are eligible for all benefits.

• 100% employer sponsored medical, vision, acupuncture, dental coverage and more. Swords to Plowshares covers partial dependent coverage cost. (Agency paid annual medical deductible paid via Navia HRA Card)
• Employee Assistance Program: 20 mental health counseling appointments available to all employees, regardless of Full-time status, at no cost to employees.
• Generous annual paid time off : 10 days, 13 paid holidays, and 17 vacation days available the first year!
• Access to third party legal benefits, employee discount program, pet insurance, and Commuter Benefit.
• 1-hour paid lunch period, professional development reimbursements, and annual education allowance available to all employees.

*Employees who work on-call, in a temporary position, or less than 20 hours per week regularly are only eligible for our Employee Assistance Program, paid lunch hour, and San Francisco sick time. Vacation and sick time are pro-rated based upon full-time equivalent percentage.

Organizational Values Statement of Intent:

Swords to Plowshares is fully committed to the ongoing work of upholding our values and fostering a supportive culture for all staff and veteran clients. For us, this is a process and not a destination. We embrace the principles of cultural humility to create spaces where all people feel welcome, heard, and valued.

We stand against injustice and discrimination of all kinds. We understand that the veteran community encompasses a multitude of identities, and we believe that our staff and board should as well. We encourage applications from all qualified individuals.

Equal Employment Opportunity Statement:

At Swords to Plowshares, we believe in creating an inclusive and welcoming environment for all. We are proud to be an Equal Employment Opportunity employer and do not discriminate against any employee or applicant based on race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, age, disability, genetic information, or status as a protected veteran. We are committed to compliance with all state and local laws governing nondiscrimination in employment.

We are dedicated to affirmative action and providing equal employment opportunities for everyone. We strive to ensure that all individuals—regardless of race, color, religion, sex, national origin, disability, or veteran status—are treated fairly and have access to the same opportunities in alignment with federal regulations (Executive Order 11246, Section 503 of the Rehabilitation Act of 1973, and the Vietnam Era Veterans' Readjustment Assistance Act of 1974).

If you need assistance or accommodation due to a disability, please don’t hesitate to reach out to us at [e-mail]. We’re here to help.