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LIFELONG LEARNING ADMINISTRATION CORPORATION

Full Time, Monday - Friday; 8 a.m. - 5 p.m.

This position offers a hybrid work arrangement, with on-site responsibilities determined according to program and site needs.

The Lifelong Learning Advantage

At Lifelong Learning, our mission is to support our client schools so they can concentrate on improving educational outcomes and student success. We continue to be a strong, positive force, pioneering the way education is delivered to all students.

Learn more about us at https://llac.org/

How You Will Make an Impact

The Grants Coordinator provides high-quality administrative, operational, and writing support to the LLAC Grants Department. Under the supervision of the Director of Grants, this role assists with research, proposal preparation, compliance tracking, reporting, and internal coordination to ensure the effective management of all grant-related activities.

The position is responsible for maintaining organized systems, accurate documentation, and timely communication across departments and with external partners. The ideal candidate will demonstrate exceptional attention to detail, strong organizational skills, and a collaborative, service-oriented approach to supporting LLAC’s mission and goals through effective grants management. This position is a hybrid/remote role with regular virtual collaboration and occasional in-person meetings. This position reports to Director of Grants; Vice President of Finance or designee.

RESPONSIBILITIES/DUTIES

This job description is intended to accurately reflect the duties, responsibilities, and requirements of the position. It is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills, or working conditions associated with this classification. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the job.

• Assist in reviewing, editing, formatting, and submitting grant applications for federal, state, county, and foundation funding opportunities.
• Assist with scheduling and coordinating grant-related training sessions, internal workshops, and external meetings.
• Assist with internal audit preparations and program reviews, ensuring readiness for any funding agency requests.
• Research new funding opportunities that align with LLAC’s strategic priorities and summarize eligibility, requirements, and deadlines.
• Support the Director of Grants in preparing proposal materials, ensuring consistency in language, data accuracy, and adherence to application guidelines.
• Maintain templates, standard content, and supporting materials to ensure quality and uniformity in all submissions.
• Manage the grants inbox to track inquiries, submissions, responses, and follow-up actions.
• Coordinate meetings, information requests, and timelines with principals, school staff, program leads, and external partners to gather required data and documentation.
• Maintain organized and accessible electronic and physical grant files according to LLAC’s retention and compliance policies.
• Track and monitor key dates for deliverables, reports, renewals, and audits to ensure timely completion.
• Support the completion and submission of required fiscal and narrative reports in collaboration with the Director of Grants and Finance team.
• Document internal and external meetings by preparing agendas, notes, and follow-up summaries.
• Participate in regular training sessions to stay current on grant regulations, documentation standards, and reporting tools.
• Serve as a liaison between the Grants Department and other internal teams to ensure consistent communication, timely information sharing, and accurate documentation.
• Support the Director of Grants in coordinating with school administrators, Finance, and program leads to align grant activities with organizational goals and compliance requirements.
• Participate in weekly departmental check-ins to review ongoing projects, prioritize tasks, and monitor progress.
• Utilize internal systems such as Clearview or other project tracking tools to update progress, monitor goals, and document outcomes.
• Perform administrative duties, responsibilities, and activities assigned, which may be changed or modified from time to time.

KNOWLEDGE, SKILLS, ABILITIES

• Knowledge and understanding of laws, regulations, policies, and procedures relevant to the area of employment.
• Knowledge and understanding of the organization’s culture, business units, services, and products.
• Ability to interpret and apply laws, regulations, policies, and procedures.
• Ability to prioritize work, excellent organizational skills, and initiative to improve processes.
• Ability to handle multiple competing assignments and deadlines while being flexible and adaptable.
• Ability to maintain confidentiality, professionalism, and accuracy in all documentation.
• Ability to work in team environments and with multiple levels of personnel.
• Self-sufficient, resourceful, and committed to providing excellent customer service.
• Understanding of grant writing principles, proposal development, and reporting processes.
• Strong interpersonal skills with the ability to work collaboratively and adapt to changing needs.
• Attention to detail, initiative, and commitment to follow-through.
• Strong analytical thinking and problem-solving skills related to documentation and deadlines.

MINIMUM QUALIFICATIONS

• High School Diploma or General Education Diploma degree required; Associate degree preferred or two years equivalent work experience demonstrating applicable skills in a relevant industry or discipline.
• Minimum of two (2) years of administrative, coordination, or project support experience in a professional environment.
• Experience in nonprofit, education, or government grant operations preferred.
• Experience with data tracking, document management, and compliance support strongly desired.
• Experience in project coordination, organizing, and prioritizing required
• Experience with grant or project management tools, databases, or shared drives preferred.
• Proficient in MS Office (Word, Excel, PowerPoint, Outlook) and virtual collaboration platforms (Teams, Zoom).
• Ability to perform job duties with minimal supervision; dependability, high quality, and quantity required.
• Ability to travel in performance of job duties is required

PHYSICAL REQUIREMENTS

• Vision: Ability to read small prints and view a computer screen for prolong periods, prepare, or inspect documents and operate office equipment.
• Hearing: Ability to hear average or typical conversations and receive ordinary information.
• Speech: Ability to be understood in face-to-face communication, in person or remote, to speak with a level of proficiency and volume to be understood over a telephone or computer.
• Mental Demands: Ability to read, write, understand, interpret, and apply information at a moderately complex level essential for successful job performance; math skills at a high school proficiency level; judgement and the ability to process information quickly; learn quickly and follow verbal procedures and standards; give verbal instruction; rank tasks in order of importance; copy, compare, compile and coordinate information and records. Frequent multi-tasking, changing of task priorities, repetitious exacting work. Understand how to manage stress. high workflow management, high project coordination, and high people engagement.
• Upper Body Mobility: Ability to use fingers to make small movements such as typing, picking up small objects, or pinching fingers together, use hands to grasp, and manipulate small objects; twist and bend at wrist and elbow; extend arms to reach outward and upward; use hands and arms to lift objects; turn, raise, and lower head.
• Strength: Ability to lift, carry, push, and pull objects weighing up to 20 pounds.
• Environmental Requirements: Ability to encounter constant work interruptions; work cooperatively with others; work independently; work indoors. Prolonged periods of sitting at a desk and working on a computer. Work in a low to moderate noise environment with frequent deadline pressures.