Grant & Gifts Specialist

Description

The Grant & Gift Specialist supports the organization’s fundraising and development efforts by coordinating grant applications, gift administration, donor communications, and development activities. This position assists with identifying funding opportunities, preparing grant proposals and reports, maintaining accurate donor and grant records, and supporting the organization’s overall fundraising goals.

The Grant & Gift Specialist works closely with HCLS’ nonprofit arm(s), Communications, Development, Finance, Executive, and program teams to ensure grants and gifts are properly documented, tracked, acknowledged, and reported.

We are seeking a highly motivated Grant & Gifts Specialist to join our team! Candidates from traditionally underrepresented communities are encouraged to apply! We offer a friendly, collaborative work environment and a generous benefits package including 15 paid holidays and your birthday off. Interested in joining our team? 

We are guided by these shared values:

• We are your place to learn, connect, and grow.
• We contribute to achieving HCLS' racial and social equity goals. Please view the Brave Voices, Brave Choices initiative.
• We advance HCLS' educational mission, effectively communicating our curriculum, which comprises Three Pillars (Self-Directed Education, Research Assistance & Instruction, Instructive & Enlightening Experiences)

Essential Duties

Grant Development and Administration

• Research and identify potential foundation, corporate, government, and other grant funding opportunities
• Maintain a calendar of grant opportunities, application deadlines, reporting requirements, and renewal dates
• Assist with the preparation, development, editing, and submission of grant proposals, letters of inquiry, and grant reports
• Coordinate with program staff to gather information, budgets, outcomes, and supporting documentation required for grant applications
• Maintain organized grant files and records
• Track grant awards, restrictions, deliverables, and reporting deadlines
• Assist with preparing financial and programmatic reports for funders
• Monitor grant activity and communicate upcoming deadlines to appropriate staff
• Support the cultivation and stewardship of grant-making organizations and funding partners
• Coordinate with Finance and Program departments

Gift and Donor Development

• Serves as liaison to non-profit arm(s) partnering with HCLS
• Coordinate the processing and acknowledgment of gifts, donations, pledges, and other contributions
• Maintain accurate and confidential donor records, generate donor and mailing lists, and ensure timely updates to the donor database
• Prepare donor acknowledgment letters, thank-you communications, and other stewardship materials
• Assist with donor communications, campaigns, appeals, and special fundraising initiatives
• Support donor recognition activities and events
• Monitor pledges and assist with follow-up and reporting
• Assist with donor research and prospect identification
• Prepare donor reports and development-related information for management

Development Operations

• Maintain accurate grant and donor databases, files, and records
• Prepare reports related to grants, gifts, donors, fundraising activities, and development goals
• Coordinate development meetings, calendars, correspondence, and follow-up activities
• Assist with fundraising events, programs, and activities, donor meetings, and other development initiatives
• Collaborate with Finance to reconcile gifts and grants and ensure accurate financial reporting
• Assist with preparing materials for board and development committee meetings
• Maintain confidentiality of donor, financial, and organizational information
• Other duties as assigned

Requirements

• Bachelor’s degree in Nonprofit Management, Communications, Business Administration, Marketing, Accounting, or a related field preferred
• 3–5 years of professional experience in development, fundraising, grant writing, nonprofit administration, or a related field
• Strong writing, editing, and communication skills
• Excellent organizational and project management skills
• Ability to work independently and collaboratively
• Strong attention to detail and ability to manage multiple deadlines
• Proficiency in Microsoft Office, particularly Word and Excel
• Experience with donor databases, CRM systems (eTapestry/Blackbaud), or grant management software
• Professional experience writing clear, compelling grant proposals and reports
• Experience writing donor communications
• Professional experience handling confidential information

Preferred Skills

• Knowledge of nonprofit fundraising and development practices
• Experience researching grant opportunities and prospective donors
• Understanding of donor stewardship and relationship management
• Strong research and analytical skills

Additional Information:

• Position located at the Administrative Branch
• Works under the supervision of the Director of Finance
• Full-time; 37.5 hours per week; typically Monday – Friday
• Evenings and weekends may also be required for HCLS signature events
• Grade 12: Full salary range $62,023 to $108,758/annually
• Position closes Monday, November 2, 2026, at 4 PM

EEO STATEMENT

Howard County’s diversity is its greatest asset. Howard County Library System embraces

its multi-cultural and multi-ethnic character. All communities, including communities of color and immigrant communities, are fundamental to our spirit of service, workforce and long-term success. Equity and empowerment are top priorities. We believe all Howard County residents must have equitable opportunities to reach their full potential and share in the benefits of community progress. Among our goals is for our workforce to reflect the community it serves. We are actively working to eliminate racial and other disparities and welcome candidates with diverse backgrounds and/or multicultural skill sets and experiences. Howard County Library System takes pride in providing equal employment opportunities.