Grants Operations Coordinator

Join Our Team at Mid Atlantic Arts: Ignite Your Passion for Artistic Expression! 

Are you eager to be part of an organization that champions artistic creativity and connects communities through meaningful arts experiences? Look no further! Mid Atlantic Arts, situated in Baltimore, Maryland, is a dynamic force in providing grant support and diverse multi-state programming throughout the mid-Atlantic region. Please include your cover letter and resume as part of your application.  

Why Mid-Atlantic Arts?  

At Mid Atlantic Arts, we believe in the power of the arts to inspire, connect, and transform. As one of the six regional arts organizations in the United States, we play a pivotal role in fostering and funding the creation and presentation of artistic expression. Our collaborative efforts with the National Endowment for the Arts and its member state and jurisdictional arts agencies allow us to make a lasting impact on both our region and beyond.  

Job Opportunity: Grants Operations Coordinator

Are you ready to be a key player in a team dedicated to supporting artistic expression and creating impactful art experiences? Mid Atlantic Arts is excited to welcome an enthusiastic and experienced Grants Operations Coordinator to join our organization. Reporting directly to the Grants Manager, this role is a key member of the Grants Management team, serving as the primary point of contact for grantees on post-award inquiries and supporting all phases of grants administration. This role emphasizes day-to-day operational support, maintaining accurate data, and ensuring efficient communication with grantees. The Grants Operations Coordinator plays a critical role in supporting grant management processes by maintaining grantee contact information, performing data cleanup, testing system templates, and ensuring accurate data transfers between grants management and finance systems.    

What We Offer: 

• Full-Time Position: You'll be an integral part of our team, reporting directly to the Grants Manager.

• Competitive Salary: The salary for this position is $50,000 commensurate with experience. 

• Comprehensive Benefits: Enjoy a full range of benefits, including Medical, Dental, Vision, AD&D, Retirement, Paid Parental Leave, Vacation/Sick/Holiday Leave, and Professional Development opportunities. 

• Dynamic Work Environment: Join a passionate team committed to making a difference through the arts. 

Work How You Thrive:

This is a Hybrid/Remote! (Preferred: Baltimore/DC Area): Embrace the freedom to work in a way that suits you best! This position offers a dynamic hybrid/remote work arrangement, allowing you to strike the perfect balance between professional excellence and personal well-being. Candidates must reside in the Mid-Atlantic region. The region includes New York, New Jersey, Pennsylvania, Delaware, Maryland, Virginia, West Virginia, District of Columbia, the US Virgin Islands and Puerto Rico. While we welcome talent from the Mid-Atlantic area, we have a soft spot for candidates in the vibrant Baltimore/DC area. Join us and let your career flourish, all while enjoying the flexibility of a hybrid work environment! 

Responsibilities:

• Grantee Communication:  

  • Act as the primary contact for grantees regarding post-award inquiries and issues related to their grants or the cloud-based grants management system. 

  • Coordinate communications with grantees for submitting required materials, including signing grant agreements, contracts, and final reports. 

  • Provide guidance to grantees on post-award processes and system usage. 

•  Grant Documentation and Payments: 
  • Review submitted agreements and contracts for accuracy and completeness, coordinating revisions with grantees as needed. 
  • Compile documentation for the accounting department to facilitate bi-weekly grant payments. 
  • Assist with eligibility reviews to ensure alignment with grant requirements. 

• Data Maintenance and System Support: 

  • Maintain and update grantee contact information and ensure its accuracy across the grants management system. 

  • Perform data cleanup tasks to enhance system functionality and integrity. 

  • Test system templates for applications, agreements, and reports to ensure seamless functionality. 

  • Ensure accurate data file transfers between the grants management and finance systems, reconciling discrepancies as needed. 

• Cross-Departmental Collaboration: 

  • Coordinate with the finance team to support accurate and timely payment processing. 

  • Assist in preparing data for internal and external reports, ensuring compliance with funder and organizational requirements. 

  • Collaborate with other departments to maintain consistency in grant operations and reporting. 

• Process Improvement: 

  • Identify opportunities to streamline workflows and enhance the efficiency of grants administration processes. 

  • Support the implementation of updated policies and procedures as directed by the Grants Operations Manager. 

• At least two years of relevant work experience, preferably in nonprofit administration or grants administration. 

• Proficiency with database software, such as customer relationship management (CRM) systems and grants management systems (GMS). We use SmartSimple as our GMS and are implementing Salesforce as our CRM. 

• Intermediate proficiency with Microsoft Office products (Word, Excel, Outlook, SharePoint) or similar software. 

• Data-driven and process-oriented, with a strong attention to detail while keeping the big picture in mind. 

• A passion for learning, iteration, and continuous process improvement. 

• Effective communication skills. 

• A desire to contribute to a workplace culture of authenticity, effectiveness, and inclusion, with an optimistic and abundance mindset. 

• Proficiency in Spanish is not required but is desirable. 

Physical Requirements 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

• This role routinely uses standard office equipment including but not limited to computers, telephones, photocopiers, and scanners.   

• This position requires spending long periods of time at a computer.  

• This role requires the ability to occasionally stand for long periods of time and to walk long distances, typically at least twice per quarter.  

• Must be able to lift up to 20 pounds.  

• Intermediate math skills required to calculate discounts, basic formulas, averages, etc.  

Work Environment 

This is a hybrid/remote position, allowing flexibility in where work is performed. The role requires a dependable internet connection and the ability to engage in virtual meetings and collaboration using video conferencing tools. Travel may be necessary, less than 10% of the time or 4-6 times per year, including weekends.  Travel may include regional, national, or international travel.  May require travel by air, car, rail.   The organization is committed to maintaining a supportive and adaptive remote work culture that encourages innovation, teamwork, and work-life balance.  

Disclaimer   

This job description indicates in general the nature and levels of work, knowledge, skills, abilities, and other essential functions (as covered under the Americans with Disabilities Act) expected of an incumbent.  It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of your position.  You may be asked to perform other duties as required. 

Mid Atlantic Arts is committed to providing equal employment opportunities to all employees and applicants for employment. Accordingly, Mid Atlantic Arts provides employment opportunities without regard to race, color, religion, creed, ethnicity, sex, pregnancy, national origin or ancestry, age, physical or mental disability, citizenship status, marital status, sexual orientation, gender identity, family responsibilities, genetic status or information, military or veteran status or any status protected by federal, state, or local law.

Mid Atlantic Arts is committed to building an inclusive working environment that supports a diverse community of staff and encourages applications from all qualified candidates.

To learn more, visit www.midatlanticarts.org