Grant Management Specialist

Position: Grant Management Specialist

Exemption Status: Non-Exempt-Full-Time

Hourly Rate: $30

Currently working from home temporarily due to Covid, however employees will be expected to work at their assigned worksite in Ventura County as needed or when we are able to return to offices.


This position reports to the Chief Development Officer and participates as part of the Fund Development & Marketing Team. The Grant Management Specialist assists in identifying and vetting funding sources to support existing and planned program activities and coordinates the development, writing, and submission of grant applications and reports to foundations, public entities, and corporations, and other funding sources. Core responsibilities include preparation of grant applications, grant allocations, administrative work of researching, identifying, responding, and tracking public and private grant opportunities, and other responsibilities as assigned by the CDO.


  1. Maintain proficient knowledge of Interface’s history and programs.
  2. Research and identify funding opportunities based on funding needed by project/program, in collaboration with the CDO, Officers team and program directors.
  3. Initiate interdepartmental meetings to identify and prioritize proposal needs and designate grant preparation assignments and internal/external due dates.
  4. Work with Fiscal and Directors to format budgets in accordance with proposal requirements and work in collaboration with CDO, Chief Financial Officer (CFO), and Directors to collect financial data needed for program budgets, grant applications, and reports.
  5. Prioritize grant applications (based on deadlines, need, size of grant, program sustainability, and funding timelines and grant funding periods (single year, multi-year, etc.).
  6. Organize and maintain an annual plan/calendar for proposals and report deadlines from foundations, corporations, and public funding entities to ensure coordination of funding for privately funded programs, general operating support and new initiatives.
  7. Work with evaluation team to generate data for grant application and grant reporting.
  8. Write, edit, and proofread proposals, presentations, and reports to all private and public grant funders.
  9. Conduct research and generate letters of inquiry to prospective funding entities.
  10. Stay current in grant standards and proposal guidelines.
  11. Monitor progress of grant requests after submission, including follow-up emails, phone calls or letters to ascertain the status of grants and solicit feedback regarding any declinations to better inform future proposals.
  12. Ensure that all grants and reports meet funding requirements and deadlines.
  13. Maintain up-to-date records of applications including copies of annual reports, application guidelines, proposals, funder reports, program data, success stories, and other pertinent information.
  14. Maintain chart of grant applications: including grants applied to, status of application, grant deadline.
  15. Provide monthly updates & reporting on grant applications/status to CDO and board committees, as appropriate.
  16. Maintain a positive and professional relationship with all stakeholders, demonstrating cultural sensitivity and responsiveness in all engagement activities.
  17. Advise on the financial implications of grant applications on programs.
  18. Demonstrate in grant proposals Interface’s commitment to operating in a strengths-based, culturally responsive, and evidenced directed manner.
  19. Implement or revise acknowledgement processes for grantors.
  20. Collaborate with Fiscal to provide signed contracts and award acknowledgements to funders in a timely manner.
  21. Maintain confidential information.
  22. Other duties as assigned.


 Bachelor’s degree and a minimum of two (2) years of direct experience researching and writing foundation, corporate and public funding proposals and reports in a non-profit environment preferred. Candidate must have a proven track record of timely and successful grant preparation, preferably a variety that includes governmental and private funding sources. Must have excellent written and verbal communications skills, proficiency in research, interpreting, analyzing, and formatting and reporting diverse data. Must possess the ability to work collaboratively and independently to achieve stated goals.

The candidate must be highly organized with the ability to implement and maintain systems and follow-up processes, able to work under pressure, use independent judgment and produce a high-quality work product under tight time restraints.

Must be knowledgeable about formatting budgets and reporting outcomes including. Must be proficient in Microsoft Office Suite. Successful background and criminal clearance required and maintained, including but not limited to California Department of Justice (DOJ), Federal Bureau of Investigation (FBI, Child Abuse Index and Department of Motor Vehicles (DMV).  Proof of a valid California Driver’s License, reliable transportation, proof of automobile insurance (listed as covered), pass and maintain driving approval as required by our insurer.


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