Grants Coordinator


F/T Non-exempt





Position Summary:

The Grants Coordinator is responsible for managing the execution of foundation and government grant and contract awards. 

Apply Now

Essential Duties and Responsibilities

Grant Administration and Implementation (75%)

  1. Provide support to development, finance, and program staff to ensure the implementation and execution of awarded grants.
  2. Coordinate and maintain a Grants Management Calendar that includes a schedule of upcoming grant opportunities, milestones, and reporting deadlines.
  3. Support the Grants Manager to prepare and manage all grant proposals for various foundations and government agencies.
  4. Research potential and existing donors, granting foundations, and government agencies and provide foundation overviews or donor profiles upon request.
  5. Coordinate with various staff and perform research on new or existing programs coordinated at the Museum that would be eligible for grant funding.
  6. Serve as liaison with foundation and government agencies regarding the proper implementation of grant awards and compliance with grant terms, providing funders with any information requested, and communicating any modification requests. Assist Grant Manager with setting up conference calls and site visits with foundations for potential opportunities (pre-grant proposal) or proposal under review.
  7. Coordinate with project lead and finance staff to prepare appropriate reports for all funders ensuring work will be completed within deadline and in compliance with all contracts.
  8. Provide Finance staff with any grant related information requested, including submitted reports, budgets, and reimbursement requests.
  9. Monitor and track the progress of all grants and contracts to ensure work within deadline and complies with award and funder requirements.

Proposal support (25%)

  1. Collaborate with Grants Manager and Development Department to compose persuasive proposal narratives and other written materials, such as template letters and budget justifications. 
  2. Work closely with Grants Manager and Project Managers to develop budgets for new and existing programs.
  3. Assist Grants Manager by gathering past grant performance materials for the preparation of foundation and government grants submissions.
  4. Prepare selected grant proposals for submission to funders.

Staff members must be able to work with visitors of all ages to support the various events sponsored by JANM. Each staff member will be expected to work on a minimum of three museum-wide events per year:

  • JANM’s Benefit and Online Auction—(off-site) typically held in the Spring (April-May)
  • Oshogatsu Family Festival (first Sunday in January)
  • Natsumatsuri Family Festival (Saturday in August)

This list is not exhaustive and may be supplemented as necessary. Incumbent will perform related duties as assigned.

Knowledge, Skills, and Abilities

Qualification Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions outlined above.


Bachelors’ degree in accounting or finance preferred; or an equivalent combination of education and experience.


At least 2 years of grant administration and compliance experience and at least one year of finance or accounting experience, prior work in a museum or non-profit highly preferred. Prior experience in technical or professional writing, specifically for fundraising is preferred. Willingness to learn and apply new skills. Ability to multi-task and prioritize work on simultaneous projects. Ability to work well under pressure to meet deadlines. Excellent organizational skills and be detail oriented. Strong proofreading skills. Professional phone manner is essential. Ability to plan and manage tasks according to firm deadlines, clearly communicate delays, and respond to requests in a timely manner. Demonstrate commitment and flexibility at all times in order to ensure high quality service. Ability to adjust and provide appropriate action when unanticipated need arises. Knowledge of Japanese American/Asian American history and culture a preferred.


Excellent communication and negotiation skills. Must be able to provide courteous and effective service to co-workers, volunteers, and the general public. Ability to read analyze and interpret general business periodicals, professional journals, technical procedures, or government regulations. Ability to read and comprehend documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine grant and business reports and correspondence. Ability to effectively present information in one-on-one and small group format and respond to questions from mangers and outside organizations.


Computer literate, Internet savvy, and experience with MS Office, accounting software, Altru, and Google Suite preferred. Familiarity with online foundation directories and using databases beneficial. Accuracy and attention to detail are essential.


Ability to calculate figures and amounts such as discounts, interest, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.


Act on own initiative. Must be able to comply with institutional policies and procedures. Ability to make practical decisions and solve problems, adapt to change, and communicate effectively. Ability to carry out instructions furnished in written, oral, or diagram form and articulate challenges and request support where needed. Reliable follow-through on assigned projects in a complete, well conceived, and timely manner.


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.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls. The employee frequently is required to talk or hear. The employee is occasionally required to stand, walk, sit, reach with hands and arms, climb or balance, and stoop, kneel, crouch, or crawl.

The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.


The work environment characteristics described here are representative of those the employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

JANM believes in professional growth and development, and provides opportunities for staff to further develop relevant skills and expertise, expand their network, develop their knowledge base, and stretch their creativity and problem-solving skills.


The Grants Coordinator is a regular, full-time position. Please note, however, that this is an at-will position, meaning that your employment may be terminated at any time, with or without notice, and with or without cause. There is, in other words, no guarantee that you will be employed until any date in the future. 


Reports To: Grants Manager

Positions Supervised: None

Salary Range

$24—$26.50 per hour