Reporting Specialist

Vote Online Inc.; Northern (KY); Hybrid; USD 52,000 - 76,000; Full time

Job summary

@Vote is seeking a detail-oriented Reporting Specialist to lead and support grant and reporting efforts for a civic-engagement nonprofit. The role emphasizes proactive grant development, data-driven reporting, and collaboration with leadership to align funding with mission.

The position requires about 40% travel, including monthly visits to our headquarters, and involves managing a grant pipeline, producing weekly program reports, and stewarding funder relationships.

Qualifications

• Bachelor’s degree or equivalent in nonprofit management, communications, public policy, or related field.
• Experience in grant writing, fundraising, or nonprofit development.
• Proven track record of securing grants or managing fundraising reporting (preferred).
• Strong writing, editing, and storytelling skills.
• Excellent organizational and project management abilities.
• Familiarity with civic engagement, voting rights, or grassroots organizing.
• Ability to work independently and manage multiple deadlines.

Responsibilities

• Manage relationships for new grant opportunities from foundations, corporations, and government sources aligned with our mission.
• Maintain and manage a grant pipeline and funding calendar.
• Track trends in funding for civic engagement and voter education.
• Manage our HubSpot CRM for reporting, staff troubleshooting, and contact management needs.
• Write, edit, and submit high-quality program reports on a weekly basis.
• Collaborate with leadership to gather program data, budgets, and impact metrics.
• Tailor proposals to align with funder priorities and organizational goals.
• Ensure timely submission of grant reports and compliance with funder requirements.
• Track grant deliverables, deadlines, and outcomes.
• Maintain accurate records of all grant and program activity.
• Build and maintain relationships with grantmakers and funding partners.
• Assist in stewardship efforts, including updates, reports, and communications.
• Represent the organization in trainings and meetings as needed.
• Work closely with leadership, communications, and program teams to align funding with organizational priorities.
• Support broader fundraising and development initiatives as needed.
• Travel with fundraising team to support organizational meetings and grant based discussions.

Skills

Grant management

Writing

Editing

Storytelling

Organizational skills

Project management

Independent work

Deadline management

Civic engagement familiarity

Education

Bachelor’s degree or equivalent in nonprofit management, communications, public policy, or related field

Tools

HubSpot CRM

Foundation Directory

Instrumentl

Job description

@Vote, a new 501(c)(3) non-profit, nonpartisan voter engagement organization. Our mission is to register voters, provide simple and clear online voting information, and ensure more Americans cast their ballots nationwide.

JOB DESCRIPTION:

@Vote is seeking a detail-oriented and strategic Reporting Specialist to lead and support our grant and reporting efforts. The ideal candidate is detail-oriented, proactive, and passionate about civic engagement, with experience in nonprofit development, grant management, fundraising operations, and organizational reporting.

This role requires approximately 40% travel, including a monthly visit to our headquarters.

RESPONSIBILITIES:

• Manage relationships for new grant opportunities from foundations, corporations, and government sources aligned with our mission
• Maintain and manage a grant pipeline and funding calendar
• Track trends in funding for civic engagement and voter education
• Manage our HubSpot CRM for reporting, staff troubleshooting, and contact management needs
• Write, edit, and submit high-quality program reports on a weekly basis
• Collaborate with leadership to gather program data, budgets, and impact metrics
• Tailor proposals to align with funder priorities and organizational goals
• Ensure timely submission of grant reports and compliance with funder requirements
• Track grant deliverables, deadlines, and outcomes
• Maintain accurate records of all grant and program activity
• Build and maintain relationships with grantmakers and funding partners
• Assist in stewardship efforts, including updates, reports, and communications
• Represent the organization in trainings and meetings as needed
• Work closely with leadership, communications, and program teams to align funding with organizational priorities
• Support broader fundraising and development initiatives as needed
• Travel with fundraising team to support organizational meetings and grant based discussions

MINIMUM QUALIFICATIONS:

• Bachelor’s degree or equivalent experience in nonprofit management, communications, public policy, or related field
• Experience in grant writing, fundraising, or nonprofit development
• Proven track record of securing grants or managing fundraising reporting (preferred)
• Strong writing, editing, and storytelling skills
• Excellent organizational and project management abilities
• Familiarity with civic engagement, voting rights, or grassroots organizing
• Ability to work independently and manage multiple deadlines

“WOW” SKILLS:

• Experience with grant databases (e.g., Foundation Directory, Instrumentl)
• Budget development and financial literacy for grant proposals
• Knowledge of compliance requirements for 501(c)(3) organizations
• CRM or donor management system experience
• Passion for grassroots organizing

All applicants will be subject to a background check and would be required to sign an NDA for employment.