Board and Grants Coordinator bei Adopt-A-Family Of The Palm Beaches Inc

Description

 JOB OVERVIEW

The Board and Grants Coordinator plays a key role in supporting the operational and strategic functions of the organization. Reporting to the Director of Administration, this position focuses heavily on grant administration, board coordination, and executive-level support. The ideal candidate is a strong writer, highly organized, tech-savvy, and comfortable working across departments and with diverse stakeholders including clients, elected officials, board members, and staff.

ESSENTIAL FUNCTIONS

Executive & Board Support

• Lead and/or oversee all board-related activities, including scheduling board and subcommittee meetings, and preparing and proofreading meeting materials (e.g., emails, memos)
• Provide logistical and administrative support for board and subcommittee meetings, including preparation of materials, tracking, and recording board member attendance and participation, and accurate minute-taking.
• Support senior management with special projects aligned to the organization’s mission and strategic goals
• Draft and refine board communications, letters of recommendation or support, organizational policies, and procedural documents.
• Maintain and update the Board Manual and ensure accessibility and accuracy of all board-related documentation.
• Manage the organization’s repository of board records, including bylaws, mission statement, vision and values, and strategic plan; coordinate regular reviews and updates.
• Actively participate in the strategic planning process 

Grant Coordination & Support

• Collaborate with program and development teams to draft, proofread, and submit grant reports 
• Assist with grant proposal process as needed
• Support departments with interpreting regulatory statutes and ensuring audit and grant compliance 
• Draft update letters to funders using program data
• Submit grant documents via mail or digital platforms as needed

Agency Operations & Stakeholder Coordination

• Assist with legal and operational requests (e.g., subpoenas, request for clients’ records)
• Provide quality assurance support across all AAF locations and respective programs
• Serve as a resource for cross-departmental coordination and operational efficiency
• Help plan and execute meetings, events, and team building activities
• Communicate with clients, elected officials, board members, agency supporters, and staff
• Travel to post office, DMV, bank, and other institutions as needed
• Copy and file documents 
• Invest in building long-lasting relationships both externally and internally
• Other duties as assigned to support organizational needs

Training and Development

• Participate actively in all agency staff meetings, team meetings, and collaborative projects to support organizational goals and build professional skills
• Understand and follow clearly defined roles, responsibilities, and performance expectations to contribute effectively to departmental success
• Take initiative in learning new tasks and responsibilities that support team operations and build confidence in independent work
• Seek out opportunities for coaching, mentorship, and constructive feedback to support personal growth and career development
• Participate in professional development opportunities such as webinars, certifications, or cross-training within the organization

Requirements

Education & Certification

• Bachelor’s Degree preferred; equivalent experience through professional work, training, or certifications will be considered 

Experience

• Three (3) years of administrative experience supporting teams of three (3) or more people
• Nonprofit, grant writing, and/or board level experience a plus

Technical Proficiency

• Intermediate to Advanced Microsoft Word, Excel, PowerPoint, and Outlook skills
• Ability to learn new software quickly
• Ability to use standard office equipment

Communications

• Strong writing and proofreading skills; writing samples or tests may be required
• Excellent communication skills
• Ability to interact effectively with people of all social, economic, and cultural backgrounds
• Willingness and ability to present on behalf of the agency

Organizational Skills

• Excellent organizational and time management skills
• Ability to anticipate need, think critically, and offer solutions to problems 
• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround
• Ability to start and finish tasks with minimal supervision
• Ability to work independently, as well as with a team
• Ability to adapt to change

Professional Integrity

• Ability to use a high degree of tact, diplomacy, and discretion in dealing with sensitive and confidential situations and information
• Ability to anticipate need, think critically, and offer solutions to problems with a high level of professionalism and      confidentiality
• Ability to work outside of regular business hours when needed, in evening and occasional weekends