Operations and Grants Coordinator

Inside Philanthropy; Westchester (IL); On-site; USD 56,000 - 61,000; Full time

Job summary

Careers In Nonprofits is seeking an organized, experienced professional to coordinate grant reporting and keep daily office operations running smoothly. The role combines office administration with support for grants, human resources, payroll, and finance.

You will gather documents from colleagues, manage reporting deadlines, maintain organized digital files, and handle the administrative details that help the team work effectively.

Qualifications

• 3+ years of nonprofit administration experience.
• Experience gathering documentation, tracking deadlines, and coordinating submission of grant reports.
• Experience managing office operations and balancing recurring responsibilities with requests as they arise.
• Proficient with MS Office Suite.
• Strong attention to detail with organized records and deadlines.

Responsibilities

• Manage office supplies, mail, deliveries, equipment, and general administrative needs.
• Scan and share documents with remote colleagues and improve digital file organization.
• Coordinate meetings, prepare materials, and assist with travel arrangements.
• Welcome visitors, respond to inquiries, and connect people with staff or resources.
• Support leadership and Board meetings with scheduling, materials, and minutes.
• Maintain grant reporting calendar and follow up with colleagues to gather materials.
• Compile documents, secure signatures, and coordinate timely reporting submissions.
• Organize grant applications, agreements, reports, and supporting records for easy access.
• Gather documentation for audits and monitoring visits and coordinate departmental requests.
• Track recurring registrations and organizational filings.

Skills

Nonprofit administration

Grant reporting coordination

Office operations management

MS Office Suite

Attention to detail

Tools

MS Office Suite

Job description

Do you have experience coordinating grant reports and keeping nonprofit operations organized?

Careers In Nonprofits is leading a for an Operations and Grants Coordinator based in Westchester, Illinois for a Social Service Nonprofit. This is a full-time, permanent position.

LOCATION: Westchester, IL (On-site)

POSITION TITLE: Operations and Grants Coordinator

SCHEDULE: Full-time, Monday–Friday

SALARY: $56,000–$61,000 plus benefits

ABOUT THE OPPORTUNITY

This nonprofit is seeking an organized, experienced professional to coordinate grant reporting and keep daily office operations running smoothly. The role combines office administration with support for grants, human resources, payroll, and finance.

You will gather documents from colleagues, manage reporting deadlines, maintain organized digital files, and handle the administrative details that help the team work effectively. This opportunity is well suited to someone who enjoys taking ownership of their responsibilities and wants a long-term role with a stable organization and supportive, experienced leadership.

Our Ideal Candidate

• 3+ years of experience supporting administration for a nonprofit organization required.
• Experience gathering documentation, tracking deadlines, and coordinating submission of grant reports highly preferred.
• Has experience managing office operations and balancing recurring responsibilities with requests as they arise.
• Proficient with MS Office Suite
• Brings strong attention to detail and can keep documents, records, and deadlines organized.

How You Will Spend Your Day

Office Operations and Team Support

• Manage office supplies, mail, deliveries, equipment, and general administrative needs.
• Scan and share documents with remote colleagues and improve digital file organization.
• Coordinate meetings, prepare materials, and assist with travel arrangements.
• Welcome occasional visitors, respond to general inquiries, and connect people with appropriate staff or resources.
• Support leadership and Board meetings through scheduling, meeting materials, and minutes.

Grant Reporting and File Management

• Maintain the grant reporting calendar and follow up with colleagues to gather required materials.
• Compile documents, secure signatures, and coordinate complete, timely reporting submissions.
• Organize grant applications, agreements, reports, and supporting records so information is accurate and easy to find.
• Gather documentation for audits and monitoring visits and coordinate requests across departments.
• Track recurring registrations and organizational filings.

HR, Payroll, and Finance Administration

• Maintain confidential personnel records and assist with onboarding and benefits paperwork.
• Collect timesheets and prepare information for payroll review and processing.
• Support bill payments, check logs, bank deposits, and related record keeping.

We’d love to hear from you!

For more information about Careers In Nonprofits and our other available opportunities and workshops, please visit our website at www.careersinnonprofits.com.

Careers In Nonprofits is an equal opportunity employer. Empowered by the #ILoveMyJob mission, we celebrate diversity and are committed to creating an inclusive work environment within the nonprofit sector.

Due to the high volume of applications we receive, we regretfully can only respond to those candidates who best meet the requirements of a specific position or whose backgrounds are generally applicable to our client base. Please rest assured that we retain all candidate information for possible future matches, even if you do not hear from us in regard to your application in response to this ad.