Job Title: Grants & Program Administrator
Location: Pittsburgh, PA 15272
Duration: 8-12 Months contract (Potential temp to Perm)
Payrate: $50/hr. - $75/hr. (Depending on experience)
Shift: 1st shift
Start Date: ASAP
Minimum 1 day in office per week; in-office days fluctuate based on current events and programs.
This is a temporary contract position for 20-30 hours a week, expected to last approximately 8–12 months. The individual in this role will support ongoing Foundation and Global Giving operations and ensure continuity across key programs during this period.
Job Description:
The Grants & Program Administrator supports the Client Foundation’s core operations, with primary responsibility for U.S. grants administration, including application processing, reporting, and grantee/vendor coordination. This role also supports global giving and overall community engagement efforts through data tracking and financial reporting. In addition, the position includes program coordination and event support for U.S.-based programs and events. The ideal candidate thrives in a small, fast-paced team within a larger corporate environment and brings experience in grants administration in a nonprofit or corporate foundation setting, along with event coordination.
Foundation Grants Administration
- Support the full lifecycle of U.S. grantmaking, from application intake through the online grants portal, coordination of internal review process, approvals, payment distribution, and post-grant monitoring and evaluation.
- Oversee the grants management system, including regular meetings with vendor, troubleshooting application issues with nonprofits, managing application flow, and liaising with internal teams.
- Review new program proposals, organize materials for internal review, and coordinate the grant application process for approved proposals.
- Provide grant agreements, award letters, and related documentation as needed.
- Serve as a point of contact for nonprofit partners and grantee applicants, responding to inquiries clearly and professionally.
- Partner with Finance to ensure timely disbursement of grant payments.
- Monitor grant expenditures against approved budgets for accuracy and flag variances with the Executive Director.
- Work with the network of U.S.-based Foundation Agents to ensure applications from local markets are submitted on time.
- Monitor grantee reporting, maintain complete, audit-ready documentation, and verify compliance with internal policies.
- Conduct research on nonprofit organizations and meet with potential applicants as needed.
- Partner with internal teams (e.g., Finance, Legal, Communications) to support Foundation operations.
Program Coordination + Event Support
- Support the delivery of Colorful Communities projects in the U.S.
- Coordinate with nonprofit partners and internal stakeholders to assist with event planning, including volunteer activities, logistics, supplies, and run-of-show development.
- Assist onsite at Pittsburgh-based projects with the internal team and nonprofit partners, supporting smooth execution of events.
- Collect and input project data (e.g., paint products, number of volunteers, volunteer hours, budget) into tracking systems.
Global Giving + Community Engagement Administrative Support
- Coordinate with regional teams to collect data that support reporting activities related to global giving programs.
- Assist in maintaining centralized records of global giving activity. This may include tracking financial data for global community engagement activities and compiling global metrics for the Colorful Communities program.
Experience & Qualifications
- 3+ years of experience in grants administration, event coordination or related field.
- Exceptional organizational skills and attention to detail, with the ability to manage multiple priorities and deadlines.
- Experience working with data tracking, reporting and maintaining records or systems (e.g., grants tracking tools, financial reconciliation).
- Strong written and verbal communication skills for coordinating with internal and external stakeholders.
- Ability to work independently and follow through on tasks in a fast-paced environment.
- Capable of supporting event operations, including setup, light lifting (up to 30 lbs.), and sustained periods of standing or movement.
- Minimum 1 day in office per week; in-office days fluctuate based on current events and programs.
