JOB DESCRIPTION
Job Title: Grants Administrator
Location: Remote
Department: Development
Supervisor: Chief Development Officer
FLSA Classification: Exempt
Status: Full-time
Position Overview:
The Grants Administrator is a key member of the Development team, responsible for managing and growing institutional fundraising efforts through compelling grant proposals, assigned donor stewardship, and effective grants management. Reporting to the Chief Development Officer (CDO), the Grants Administrator works closely with national and regional development staff, program leaders, data and finance personnel to secure and steward foundation, corporate family and philanthropic foundations, aligned with the organization's mission and priorities.
This position serves as both a skilled grant writer and a strategic development partner, overseeing the full grant lifecycle from prospect identification and proposal development to reporting, stewardship, and ongoing donor engagement. The Grants Administrator ensures that all grant submissions, and reporting materials accurately reflect organizational messaging, impact, and funding priorities. Where appropriate, provides recommendations on communication strategies and donor engagement approaches tailored to the specific foundation.
Essential Job Functions:
Grant Writing & Proposal Development
- Write, edit, and submit high-quality grant proposals, letters of inquiry, applications, and reports for foundations, corporations, family foundations, and major donors.
- Prepare compelling funding narratives, program descriptions, impact statements, budgets, metrics, and supporting documentation for grant submissions.
- Collaborate with development, program, data and finance staff to gather information and develop customized proposals that align donor interests with organizational priorities.
- Ensure all grant submissions reflect organizational messaging, strategic objectives, and programmatic impact.
- Maintain proposal templates and adapt content to meet the specific requirements and interests of individual funders.
Grants Management
- Track and manage all grant deadlines, deliverables, reporting requirements, and renewal opportunities.
- Develop and maintain comprehensive grants calendars and tracking systems to ensure timely submissions and reporting.
- Coordinate narrative and financial reporting processes, ensuring all reports are submitted accurately and on schedule.
- Monitor grant compliance requirements and maintain complete grant records and documentation.
- In partnership with the fundraisers, assists in providing a selected group of funders with meaningful updates on organizational initiatives, programmatic outcomes, and overall impact.
Donor Communications & Impact Reporting
- Coordinate donor-facing materials including program updates, one-pagers, impact reports, digital reports, presentations, case statements, and PowerPoint decks.
- Develop customized reports and communications highlighting outcomes, metrics, and stories of impact.
- Partner with the national development team to create materials that strengthen donor engagement and stewardship efforts.
- Ensure consistency in messaging, branding, and organizational voice across all written materials.
- Database Management and Records Administration Perform complex research and data analysis to identify patterns, relationships, and ensure donor records, research files, and prospect information are current, accurate, and properly maintained within the organization's database.
- Maintain accurate and up-to-date records for foundations, corporations, and grant prospects in the database.
- Enter and update grant proposals, reports, deadlines, contacts, and funding history.
- Track grant application and reporting deadlines to ensure timely submissions and compliance.
- Maintain electronic grant files, including proposals, correspondence, agreements, and reports.
- Collaborate with fundraisers and program staff to collect information required for grant proposals and reports.
- Ensure grant-related documentation is properly organized and accessible.
- Support the preparation of foundation and corporate fundraising reports, dashboards, and pipeline updates.
- Monitor and maintain grant calendars, reporting schedules, and stewardship activities.
- Assist in developing and documenting grant administration procedures and best practices.
Collaboration & Organizational Support
- Work closely with national and regional development staff to support fundraising initiatives and institutional giving strategies.
- Provide research guidance and support to Development Directors, Major Gift Officers, and senior leadership.
- Participate in strategic planning related to foundation fundraising, and donor engagement.
- Stay current on trends, best practices, and emerging resources in grant writing, fundraising and philanthropy.
- Maintain the highest standards of confidentiality, ethics, and donor privacy in accordance with organizational policies and professional fundraising standards.
Education & Experience:
- Bachelor's degree required.
- Minimum of 5–7 years of progressively responsible experience in grant writing, grants management, institutional fundraising, prospect research, or nonprofit development.
- Demonstrated success by securing foundation, corporate, and institutional funding.
- Experience managing multiple grant deadlines, reporting requirements, and donor communications simultaneously.
- Experience working within a Jewish nonprofit organization or familiarity with Jewish communal philanthropy preferred.
Skills Required:
- Exceptional writing, editing, and storytelling skills with the ability to translate complex programs into compelling funding narratives.
- Strong project management, organizational, and administrative skills with meticulous attention to detail.
- Excellent interpersonal, verbal, and presentation skills.
- Demonstrated analytical and strategic thinking abilities.
- Ability to synthesize complex information and present research findings clearly and concisely.
- Knowledge of donor and prospect research methodologies and resources.
- Experience with fundraising databases and CRM systems; familiarity with Raiser’s Edge preferred.
- Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
- Experience utilizing online research tools such as Foundation Directory/Candid, Lexis Nexis, DonorSearch, Chronicle of Philanthropy or similar platforms.
- Ability to handle highly sensitive and confidential information with discretion.
- Commitment to the mission, values, and goals of a Jewish nonprofit organization.
Preferred Background
- Knowledge of Jewish communal organizations, Jewish philanthropy, Israel-related programs, emergency medical services, international affairs, or humanitarian initiatives.
- Experience developing donor impact reports, stewardship communications, and executive-level fundraising materials.
- Familiarity with data analytics and prospect identification strategies to support fundraising growth.
Salary Range
The anticipated salary range for this position is $105,000 - $130,000 annually. The final starting salary will be determined based on several factors, including the selected candidate's qualifications, relevant experience, education, skills, certifications, internal equity, and market conditions. In addition to a competitive base salary, we offer a comprehensive benefits package, opportunities for professional growth, and a collaborative work environment. This salary range represents our good-faith estimate of the compensation for this role at the time of posting and may be modified as needed.
Application Process
Interested candidates should submit a current resume and two recent grant writing samples that demonstrate their ability to develop compelling, successful funding proposals. Application materials should be sent to Lisa Marchitelli at [email protected] with the subject line "Application – Grants Administrator". Applications will be reviewed on a rolling basis until the position is filled. Only candidates selected for an interview will be contacted.
The above statements are intended to describe the general nature and level of the work being performed by people assigned to this work. This is not an exhaustive list of all duties and responsibilities. American Friends of Magen David Adom’s management reserves the right to amend and change responsibilities to meet business and organizational needs as necessary.