Grants Coordinator Summary:
Reporting to the Managing Producer, this part-time contract position coordinates all grants management needs including reporting, financial tracking, and compliance for MDC Live Arts, Teatro Prometeo, and the Koubek Center. Excellent organizational, oral, and written communication and team-working skills required. Grants management experience preferred. Essential Duties and Responsibilities:
Maintenance of grant bookkeeping records, calendars, and grant grids
o Prepare periodic internal and external reports, monitors schedules and budgets.
o Maintain Expense Tracking monitoring all expenditures in all grant funds.
o Track and prepare grant reporting data to internal and external entities
o Provide related budget and funding information and respond to related telephone and email inquiries from MDC staff and outside entities including funders.
o Maintain professional administration environment.
o Perform other grant-finance-related duties as assigned.
Maintenance of grants calendar and grids
o Research and record new and all existing funding opportunities.
o Record and manage application submission and award compliance deadlines in central organizational calendar.
o Record and manage application submission and award data and compliance deadlines in central tracking documents.
o Track each step of the process in these documents.
o Prepare Resource Development Start Up forms for each application and record per above.
o Alert Managing Producer of all deadlines and maintain required flow of related work.
Assist in Grant Writing
o Assist in preparation of proposals including some narrative development (including both original writing as well as assessing and applying/editing/utilizing existing in-house text).
o Completion/population of Application Forms and budget.
o Securing and appropriately documenting and formatting all required support materials and attachments.
o Assuring that all components/sections of all applications are complete in order to submit to Resource Development in a timely way according to their schedule.
Internal & External Grants Management
o Prepare contracts, work with Managing Producer to confirm project details and budget, align and complete all contracting documentation, complete and prep required forms, work with MDC Compliance officer for signatures, submit approved contracts to funder.
o Confirm and provide funder credits to Marketing and PR personnel
o Set up Fund 2 grant accounts with MDC Finance; work with Managing Producer to budget account as defined in grant contract.
o Maintain MDC grant management protocol and processes including completing and submitting Conflict of Interest forms and Time & Effort forms.
o Create and maintain electronic and paper grants files.
o Prepare and submit payment requests
o Track receipt of payments.
o Gather data from various department staff as needed as well as MDC Finance.
o Complete report forms.
o Collect and prepare all required attachments.
o Review with Managing Producer and submit in a timely manner.
Please send cover letter and resume to MDCLiveArts@mdc.edu
with “Grants Coordinator” in the subject line.