Grants Specialist (Fremont)

About The Role

The Grants Specialist  supports Kidango’s Grants team by providing essential coordination, research, data management, and administrative functions across both government and foundation grants. Reporting directly to the Grants Manager, this role is the operational backbone of the grants function, keeping deadlines on track, information organized, and processes running smoothly.

Under the general supervision of the Grants Manager, the Grants Specialist  maintains grant records in Salesforce, coordinates meetings and internal communications, assists with the preparation and submission of grant applications, and supports post-award compliance and reporting. The Grants Specialist  is also a key contributor to funder research and prospecting efforts, identifying new funding opportunities aligned with Kidango’s programs and strategic priorities.

The Grants Specialist  has responsibility for, and demonstrates strong attention to detail in, key areas of grant data management and process coordination. They maintain comprehensive grant calendars and filing systems, manage Adobe/DocuSign workflows for grant agreements and funder documents,  and support the creation and maintenance of Standard Operating Procedures (SOPs) to support a well-organized and efficient grants operation.

What You’ll Be Doing 

• Maintains accurate, up-to-date records for all government and foundation grants in Salesforce, including tracking submission deadlines, award status, reporting due dates, and funder communications.
• Extracts grant applications from funder portals and prepares initial drafts for the Grants Manager's review.
• Maintains comprehensive grant calendars and filing systems to ensure all documents, correspondence, and reports are organized and accessible.
• Manages Adobe/DocuSign workflows for grant agreements, amendments, and other funder documents requiring electronic signatures.
• Monitors scheduled and as-necessary audits, reviews, and quarterly and annual reports required by grant-making organizations, and flags upcoming deadlines to the Grants Manager.
• Conducts research to identify new government and private foundation funding opportunities aligned with Kidango's programs and strategic priorities, monitoring grant databases, government portals, and foundation websites for new funding announcements and tracking them in Salesforce.
• Compiles and summarizes funder profiles, RFP requirements, and eligibility criteria to support the Grants Manager's evaluation and prioritization of new opportunities.
• Assists with assembling grant application materials, including gathering supporting data, program narratives, budgets, and attachments from internal departments.
• Formats and assembles grant applications in accordance with each funder's submission guidelines and deadlines.
• Reviews draft applications for completeness, formatting, and grammar prior to submission.
• Supports the preparation of renewal grant applications as applicable for local, state, and federal government agencies, foundations, and corporations, under the direction of the Grants Manager.
• Coordinates and schedules internal and external grant-related meetings, including pre-submission planning sessions, funder check-ins, and post-award kick-offs.
• Prepares and distributes meeting agendas, sends reminders, and circulates follow-up summaries; tracks action items to ensure timely completion.
• Serves as a liaison between the Development team and other Kidango departments (Finance, Programs, HR) to gather information and materials needed for grant submissions and reports, and sends timely reminders to internal stakeholders regarding upcoming deadlines, required deliverables, and outstanding information requests.
• Assists the Grants Manager in preparing progress reports, quarterly updates, and annual reports required by government agencies and private foundations, compiling program data, expenditure reports, and supporting documentation from relevant departments in advance of reporting deadlines.
• Tracks grant spend-down progress and flags discrepancies or concerns to the Grants Manager for follow-up.
• Creates and maintains Standard Operating Procedures (SOPs) for recurring grants administration tasks, as assigned by the Grants Manager.
• Identifies opportunities to streamline grant processes, reduce redundancy, and improve the efficiency of the grants function, and supports the development and maintenance of templates, tracking tools, and workflow documentation to support a well-organized grants operation.
• Skilled at building positive relationships with staff, families, children, and the community; works effectively with a diverse group of people.
• Works as a member of the agency team by promoting the mission and philosophy of the agency, and advocates on behalf of all children, families, and staff of the agency.
• Provides excellent customer service to all staff, clients, and contacts of the agency.
• Maintains confidentiality of donors, funders, children, families, and staff.
• Participates in activities that further the professional growth of self and staff.
• Strong oral and written communication skills, with the ability to communicate effectively with people from a wide range of backgrounds.
• Strong computer skills.
• All other duties as assigned by the Grants Manager.
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 Preferred qualifications

• Bachelor’s degree or equivalent work-related experience.
• 2+ years of experience in grants administration, development operations, program coordination, or a related field in the nonprofit sector.
• Outstanding organizational skills with a demonstrated ability to manage multiple grants, deadlines, and administrative tasks simultaneously.
• Experience with Salesforce CRM or Salesforce Nonprofit Starter Kit is strongly preferred.
• Familiarity with DocuSign or similar electronic signature platforms.
• Strong research skills with the ability to identify and summarize funding opportunities from government portals, foundation databases, and grant prospecting tools.
• Strong preference for experience in the nonprofit sector, particularly in early childhood education, health care, or a related field.
• Experience working with, analyzing, and supporting budgets for nonprofit programs.
• Advanced proficiency in Google Suite and Microsoft Office.
• Understanding of the California Department of Education/California Department of Social Services and child development programs and expectations is preferred.
• Impeccably detail-oriented with an ability to manage short deadlines and stay on top of reporting and compliance requirements for multiple concurrent grants.
• Ability to work on a variety of tasks simultaneously and maintain a flexible schedule as needed.
• Demonstrated personal commitment and passion for the education, health, and well-being of children and families.