Grants & Contracts Coordinator

Position Summary

Panorama is a platform for social change, partnering with visionary leaders to design and build solutions to some of the world's toughest problems. Our dynamic, growing organization seeks a Grants and Contracts Coordinator to support the day-to-day needs and activities of Panorama’s Grants and Contracts (GC) workflows. GC manages Panorama’s incoming and outgoing agreement workflows, including funding agreements, organizational grantmaking and contracting administration, and agreement compliance. This position is part of the Finance & Operations team, which comprises 22 team members across five specialized functions: Grants & Contracts; Business Strategy & Operations; Accounting; Financial Planning & Analysis; and People & Culture.

Reporting to the Associate Director, Grants & Contracts, the successful candidate will demonstrate a foundational working knowledge of grants and contracts administration, with an ability to manage assigned tasks and projects with guidance, strong attention to detail, a commitment to operational excellence, and an eagerness to build trusting relationships with internal and external partners.

 This position is remote-eligible and open to applicants nationwide; however, we will give preference to candidates based in Seattle or New York who can work in a hybrid capacity.

Essential Duties & Responsibilities

The Grants and Contracts Coordinator will support the day-to-day administration of Panorama’s grants and contracts activities, performing the following essential duties and responsibilities:

Grants and Contracts Administration:

• Support organizational due diligence for grantmaking activities within the assigned portfolio, including review of organizational documentation and compliance-related materials.
• Draft basic outgoing grant and contract documentation, including mini-contracts, simple grant letters and agreements, simple standard consultant agreements, amendments, and renewals, and coordinate timely routing and execution.
• Conduct initial review of simple event-related vendor agreements; highlight issues for escalation and coordinate with internal stakeholders to support timely processing.
• Ensure incoming contract requests are complete and include required attachments, coordinating with internal stakeholders as needed.
• Support compliance review of simple funding proposals and grant reports; highlight issues for escalation as needed.
• Review and process incoming grant agreements in coordination with program teams, sponsored project leads, and external partners; conduct initial review and highlight potential issues for escalation to the Associate Director, Grants & Contracts.

• Maintain records for restricted grants, including documenting funder requirements, compliance monitoring, and financial reporting.
• Support post-award contract administration by reviewing invoices, worklogs, and deliverables for alignment with approved scopes of work and contract terms.

• Support internal review and approval workflows for agreements, grantmaking activities, incoming revenue, and related transactions within the assigned portfolio.
• Maintain accurate, organized records of grants and contracts, including agreements, scopes of work, request forms, and supporting documentation, within organizational systems and shared files.
• Respond to basic inquiries from internal teams, funders, grantee partners, vendors, consultants, and sponsored project leads regarding grants and contracts processes, as needed; refer complex or non-standard questions to the Associate Director, Grants & Contracts.
• Provide operational support and coverage for GC team activities and perform other related duties as assigned.

• Exemplify qualities of Panorama’s Values, Culture and Mission as an impact player who: 
  • Embraces everyday challenges and ambiguity as opportunities to lean in and take action, 
  • Demonstrates curiosity and commitment to asking questions, learning, and adapting,  
  • Commits to adding value to their team and to Panorama, and 
  • Actively contributes to the enhancement of Panorama’s culture by participating in organizational and team activities such as committee volunteerism, coffee chats, and other initiatives. 
  • Provide required timely and accurate recording of data and other information via Harvest, Salesforce, Lattice, SharePoint, and Certify. 
     

• Sitting/Standing/Mobility: Approximately 30% of time is spent standing or moving between work areas. The balance of time (approximately 70%) is spent sitting at a desk, bench, or in meetings. 
• Exerting up to 20 pounds of force occasionally and/or a negligible amount of force frequently or constantly lifting, carrying, pushing, pulling, or otherwise moving objects. Repetitive motion. Substantial movements (motions) of the wrists, hands, and/or fingers. The worker is required to have close visual acuity to perform activities such as managing complex calendars, transcribing, viewing a computer terminal, and extensive reading. 
• The ability to communicate information and ideas in English so others will understand. Must be able to exchange accurate information in these situations. 
• Manual dexterity required for equipment operation and occasional reach and lifting of small objects.  
• Reaching/Handling: Good manual dexterity for computer keyboard use and the ability to retrieve and work with appropriate paperwork, equipment, and supplies. 

• Minimum of 2–4 years of experience in grants and/or contracts administration within a nonprofit, philanthropic, or similarly mission-driven organization, with working knowledge of grants and contracts management best practices, including compliance, risk assessment, and documentation standards.
• Strong organizational skills and ability to manage assigned work across multiple projects and competing priorities; comfortable working independently on routine tasks with guidance and escalation support available.
• Exceptional attention to detail and ability to maintain accuracy in a fast-paced environment.
• Strong written and verbal communication skills, with the ability to build effective working relationships across teams and with external partners.
• Demonstrated proficiency in learning and applying new systems, tools, and technologies.
• Commitment to diversity, equity, inclusion, and cultural responsiveness in working with internal and external stakeholders.
• Fluency in written and spoken English required.
• Experience with Salesforce, Sage, Asana, and/or grants or project management systems preferred
• Experience with fiscal sponsorship or grantmaking operations is a plus but not required

• Flexible paid time off
• 10 paid holidays per year plus organization-wide Winter Break
• Up to 95% employer-paid monthly premiums for employee medical coverage (depending on plan selected)
• 401(k) safe harbor plan, with employer contribution equal to 3% of salary with immediate vesting
• Up to 12 weeks fully paid family/medical leave (eligible after 90 days of employment)
• ... And more! Visit our Careers Page for our full list of benefits   

• www.e-verify.uscis.gov/web/media/resourcesContents/E-Verify_Participation_Poster_ES.pdf

•  www.e-verify.gov/sites/default/files/everify/posters/IER_RighttoWorkPoster.pdf      

The final offer is contingent on a successful background check.