Grants Administrator

Position Summary:

The Grants Administrator is responsible for the grants management process from application or recommendation through closing and evolving the ACF’s grants management systems and processes to higher levels of efficiency and maturity.

The Grants Administrator provides management and direction, with guidance from the VP of Programs and Grants, in various research projects and duties to ensure alignment with the ACF’s grantmaking program and overall mission and goals.  A special focus of this position is to transform data management from a manual process to an automated process to ensure accurate and efficient reporting of grant-related data.

The Grants Administrator has the primary responsibility to oversee the administration of the grants management databases including design, maintenance, and oversight of workflow processes and procedures to ensure accurate and efficient collection and reporting of grants data; approves all templates related to the grantmaking process, and directs the generation of reports and statistics.

Essential Functions/Roles & Responsibilities (including, but not limited to):

  1. Work with multiple teams to create an efficient, centralized workflow for the ACF’s grantmaking process.
  2. Oversee the entire grantmaking process throughout the grant life cycle and serve as a liaison and guide with grantees as they navigate the process.
  3. Ensure that grants are coded accurately and consistently, as a basis for providing reports to ACF staff and partners.
  4. Provide Foundation staff and partners with both high-level and detailed data about the grantmaking programs of ACF that demonstrate the organization’s impact in our communities.
  5. Understand and ensure compliance with IRS and ACF requirements and regulations.
  6. Coordinate annual, non-competitive grant processing for ACF.
  7. Play a lead role in implementing new processes and procedures for ACF grantmaking in reference to the interface with the new CommunitySuite database.
  8. Develop and maintain a comprehensive program for the management of ACF’s grant management systems.
  9. Maintain ACF’s external-facing grantee and grant application portals, including procedures for the transmission of data into other ACF systems, as appropriate.
  10. Develop and enforce compliance with grants management system policies and procedures.
  11. Maintain the overall integrity and quality of ACF’s grant database, including auditing the database for accuracy and consistency of information.
  12. Develop and maintain queries, data extracts, and reports in response to ad hoc requests; as well as scheduled needs such as the quarterly production of board-related materials.
  13. Serve as ACF’s grants management system expert: provide technical assistance, troubleshoot issues, and advise staff on use of the grants management system.
  14. Monitor grants management system updates, report to the appropriate staff critical information related to the software and suggest training for new and existing staff.
  15. Assist with the archiving of ACF’s grant records.
  16. Work as a part of a multidisciplinary team to ensure the effective and efficient operations of ACF.
  17. Ensure that ACF is current with best practices for community foundations and in compliance with the National Standards for U.S. Community Foundations Accreditation.
  18. Represent ACF in the community and at selected meetings, forums, and conferences as directed.
  19. Participate in activities in the philanthropic field to enhance ACF expertise and strengthen ACF’s professional network.
  20. Participate in relevant professional associations and organizations.
  21. Other related duties as assigned.


  1. Ability to work in a fast-paced environment with competing demands, while maintaining a high quality work product.
  2. Experience with management of programs, projects, grants, and databases.
  3. Experience with communications and marketing activities, including website management.
  4. Strong customer service, communication, and analytical skills.
  5. Creative and effective interpersonal, problem-solving, and consensus-building skills.
  6. Ability to work with diverse populations and motivate a wide variety of stakeholders, including applicants, grantees, and donors.

Position Qualifications:

  1. Knowledge of and commitment to Alaska and its cultures with an interest in the philanthropic work at ACF.
  2. Minimum of three (3) years’ experience managing grants management systems or data management systems.
  3. Understands best practices and key functions of data management such as delegation, regulatory compliance, evaluation and reporting.
  4. Must have an ability to be focused and detail-oriented, meet deadlines and juggle multiple tasks, be organized and effective, and work as part of a team, while balancing multiple priorities.
  5. Ability to handle confidential, proprietary and sensitive information requiring judgment and discretion.
  6. Excellent written and verbal communication skills.
  7. Demonstrated proficiency using Microsoft Office programs. Ability to learn and utilize other software.
  8. Demonstrated qualities of integrity, loyalty, confidentiality, and self-motivation.
  9. Willingness and ability to work occasional evenings and weekends for ACF-related events.


Salary is competitive and commensurate with experience and expertise. Benefits include, but are not limited to health, vision, dental, and a 401(k) retirement plan with employer participation after one year of service.

Application Procedure:

The Grants Administrator position is open and the initial review of applications will be on Friday, October 11, 2019. Applications must include a cover letter, resume, and references. Please send to Katie St. John at or mail to The Alaska Community Foundation, Attention: Katie St. John, 3201 C Street, Suite 110, Anchorage, AK 99503.