Grants Administrator

At YWCA Charleston, we provide critical community services including a domestic violence shelter, elder empowerment homes, a shelter for those experiencing homelessness, transitional housing, job readiness, early childhood education, community enrichment and much more! Your expertise in grant invoicing, budgeting, and compliance will help sustain life-changing programs for women, children, and families across West Virginia.

Go to www.ywcacharleston.org to learn more about our broad spectrum of services and how you can make a career out of serving your community.

Job Title: Grants Administrator
Reports To: Chief Financial Officer (CFO)

Classification: Full-Time, Hybrid
Compensation: $40K to $45K, commensurate with experience

The Grants Administrator is responsible for the financial administration and compliance of a diverse portfolio of public and private grants. This role ensures accurate invoicing to funders, timely identification of reimbursable expenses, and regular monitoring of grant budgets. The ideal candidate is detail-oriented, financially literate, and adept at collaborating across departments to ensure grants are fully utilized and compliant with funder and organizational requirements.

Key Responsibilities:

• Financial Oversight & Budget Monitoring:

  • Identify and track reimbursable charges in accordance with individual grant agreements and funder guidelines.
  • Monitor grant budgets regularly to ensure proper allocation and avoid overspending or underspending.
  • Work with program and finance staff to align spending with approved budgets.
  • Review general ledger activity to ensure proper coding of grant-related expenditures.

• Invoicing & Revenue Recognition:

  • Prepare and submit timely invoices to funders, including government agencies, foundations, and corporate donors.
  • Ensure supporting documentation is complete and meets audit and compliance standards.
  • Track receivables and follow up on outstanding payments.
  • Maintain reconciliation of grant revenue and expenditures within accounting software.

• Grants Lifecycle Management:

  • Collaborate in grant proposal development by assisting with budget preparation and allowable cost estimations.
  • Coordinate post-award processes, including award setup, internal kick-off meetings, and documentation of reporting requirements.
  • Maintain accurate grant records, timelines, and documentation for audits, reporting, and renewals.
  • Lead or support financial close-out processes for ending grants.

• Compliance & Reporting:

  • Ensure all grant-related activities comply with funder regulations and internal policies.
  • Analyze budget-to-actuals and provide funders with interim and final financial reports.
  • Respond to audit and monitoring requests related to grants.
  • Serve as the internal resource on allowable costs, match requirements, indirect cost rates, and procurement standards.

• Systems & Process Improvement:

  • Maintain and improve internal tracking systems and tools to streamline invoicing, documentation, and reporting.
  • Assist with documentation of grants-related processes and provide training to staff as needed.
  • Support integration between financial software and grant management systems.

Qualifications:

• 3+ years of experience in grants administration, finance, or accounting.
• Strong knowledge of financial management practices, especially in nonprofit or governmental grant environments.
• Demonstrated experience managing grant invoicing and tracking reimbursements.
• Familiarity with Sage, DonorPerfect, and Concur preferred.
• Bachelor’s degree in Accounting, Finance, Public Administration, or a related field (or equivalent experience).

Skills and Competencies:

• Highly organized and detail-oriented with strong analytical skills.
• High proficiency in Microsoft Office, particularly Excel.
• Experience in Sage, preferred.
• Ability to interpret and apply complex grant regulations and contractual obligations.
• Strong written and verbal communication skills.
• Collaborative mindset with the ability to work across finance, program, and development teams.
• Ability to manage multiple grants and competing deadlines.