Grants Coordinator

Variety the Children’s Charity of the Delaware Valley, an 88 year old nonprofit serving children and young adults with disabilities, has an immediate opening for a Grants Coordinator.  If you love to write, are extremely organized, and are interested in being part of a mission-focused organization, then THIS is the job for you!  The Grants Coordinator is a member of a dynamic development department and interfaces regularly with agency leadership and external partners.  Position is onsite our beautiful 77-acre campus in Worcester, Montgomery County.

Position Summary

The Grants Coordinator is dedicated to and oversees the grant process and is responsible for submitting more than 70 grants annually to assist Variety in achieving its annual operating and capital projects fundraising goals. This position maintains critical relationships with corporations, foundations, and public grant offices and gathers and maintains essential data related to the organization and Variety’s programs and services.

A general overview of primary grant responsibilities includes: prospect research; strategic planning; interviewing staff for information; grant research; compelling written proposal materials; proofreading and editing; task assignment and follow-up; scheduling; recordkeeping; data management; proposal assembly; submission; acknowledgements; and stewardship/compliance.

In addition, the Grants Coordinator prepares comprehensive grant reports for the Board of Directors and supports the Board of Directors with meeting management and drafting meeting minutes.

Work is performed under the broad direction of the Director of Development with the majority of the work related to written proposal materials, submissions, and presentations to institutional and public funding prospects and donors completed in coordination with the Chief Executive Officer (CEO). Position is a member of a collaborative Development Team and will be expected to attend and provide staff support at fundraising events. They will also support as a backup/sub for other development tasks.

This position has internal contacts with administrative and programmatic staff and external contact with contract administrators and government agencies and thus must maintain a professional manner. This position holds access to sensitive Variety information and is expected to maintain confidentiality and discretion.

Essential Functions

Research and Training

1. Use technology tools, resources, and networking to identify and cultivate potential funding opportunities.

2. Review funder information and application guidelines, including in web sites and printed materials, to help determine if funder priorities align with Variety’s programs and funding priorities.

3. Communicate when necessary or instructed with potential and/or existing funders.

4. Make recommendations regarding programmatic funding strategies.

5. Maintain timely correspondences and communication with current and potential funders.

6. Research grant opportunities, analyze prospective funders’ past grant making histories, and present relevant information to appropriate Variety programs for consideration.

7. Identify minimum three new potential grant opportunities per month.

8. Research, identify, and participate in internal and external events, training, seminars, and other activities necessary to state current with philanthropic trends and new funding sources and opportunities.

9. Regularly update database for agency use in proposals, reports, and other functions.

10. Regularly collect and update program information for use in grant proposals and agency marketing materials.

11. Identify and become familiar with various funding information resources including ongoing review of listserv information about grant opportunities.

12. Stay current with general social service trends.

13. Attend Variety programs and events when possible or requested.

14. Other duties as assigned.

Proposal Preparation

1. Coordinate meetings with admin and program staff to plan grant proposals and provide consultation on:

a. Maximizing resources available within Variety,

b. Developing a timeline for proposal development and submission,

c. Assigning responsibilities related to grant submissions, and

d. Ensuring accountability.

2. Research and analyze data and statistics, demographic information, and community need and resource information for proposals.

3. Write and assemble proposals and LOIs for submission to funding agencies, including all photocopies, cover letters, budgets, and attachments.

4. Other duties as assigned.

Grant and Development Administration

1. Manage grant writing, proposal assembly, proposal submission processes according to guidelines and specific and individual grant needs.

2. Input and track all grants in shared drive as well as Salesforce.

3. Utilizes Salesforce to track communications.

4. Help create and maintain forms and templates necessary to support and facilitate the grant development process.

5. Managing a calendar of grant application deadlines and follow ups on grants submitted.

6. Review each grant proposal to ensure program staff follow procedures and meet all grant requirements.

7. Maintain electronic and paper files of proposals; and organize and monitor filing of proposals.

8. Track funder prospects, profiles, and interactions in the database.

9. Ensure necessary information is available for grant application purposes.

10. Help create and maintain funder and program profiles for internal and external up marketing purposes.

11. Greets visitors to agency and fields development calls as appropriate.

12. Learns admin functions of GiveLively and sets up campaigns as needed; serves as sub to other Development staff.

13. Other duties as assigned.

Relationship Liaison

1. Develop and maintain philanthropic relationships with regional and national corporations and foundations for organizational priorities, including educational, social, recreational, and vocational programs and capital projects.

2. Oversee preparation of and participate in presentations to corporate and foundation prospects and donors.

3. Coordinate and host visits with corporate and foundation representatives at Variety and meet with corporate and foundation prospects and donors virtually or at their offices.

4. Attend corporate and foundation networking events, including but not limited to chamber events/receptions, educational panels featuring funders, etc.

5. Other duties as assigned.

Board of Directors Support

1. Prepares comprehensive grant report to support development materials for all Board Meetings.

2. Maintains and keeps record of attendance at Board Meetings.

3. Participates in Board Meetings and drafts meeting minutes.

4. Coordinates with CEO, Board Chair, and Board Secretary to prepare and finalize meeting minutes.

5. Other duties as assigned.

Non-Essential Functions

1. Attend relevant workshops or join professional groups as necessary to maintain professional knowledge and licensure (as applicable).

2. Adhere to Variety’s security guidelines and ensure appropriate handling of sensitive information.

3. Facilitate and attend relevant staff meetings to promote communication and execution of goals.

4. Complete special projects specific to the function of the department or as needed for the department as directed by Supervisor.

5. Participate in assigned events that may occur after regular business hours and weekends.

6. Other duties as assigned.

Knowledge, Skills, and Abilities

· Basic understanding of Variety’s mission, values, programs and services, and strategic plan.

· Knowledge and understanding of the target community needs and demographics.

· Understanding of legal criteria for issues such as confidentiality, child abuse, and mandated reporter requirements.

· Ability to provide nonviolent intervention with a high level of ethical standards of conduct, cultural sensitivity and within appropriate boundaries and limits.

· Ability to effectively use standard office equipment.

· Possesses strong interpersonal skills as demonstrated by courteous, cordial, cooperative, and professional interaction with diverse groups of co-workers, external business partners, and the community.

· Ability to operate a computer and use a variety of common software programs including Microsoft Office, and customized databases.

· Adheres to all Variety and departmental policies and procedures.

· Attends all Variety in-services as required.

· Strong written and verbal communication skills and effectively communicate with individuals and groups.

Grants Staff Competencies· Ability to use computers and other technology for tracking foundations, government funders, and other funding sources, research, and functions.

· Demonstrated ability to research, outline, and write proposals for public and private funding sources.

· Ability to expand organizational networks with funders, government officials, community partners, and members of the community for the purpose of programmatic development.

· Knowledge of relevant social service systems, funding partners, and their interactions.

Experience, Education, and Licensure

Minimum Experience: Experience in grant writing preferred. Writing experience required. Must have excellent verbal and written communication skills. Must have demonstrated experience meeting deadlines.

Minimum Education: Bachelor’s Degree.

Job Type: Full-time

Pay: From $40,000.00 per year


  • 401(k)
  • 401(k) matching
  • Dental insurance
  • Flexible spending account
  • Health insurance
  • Life insurance
  • Paid time off
  • Vision insurance


  • Day shift
  • Weekends as needed

Work Location: In person