• 713-524-4CEC (4232)
  • info@cechouston.org

Coastal Prairie Conservancy seeks Grants Administrator

Due to programmatic and geographic growth, CPC is expanding its Advancement Team and
seeks a Grants Administrator. The Grants Administrator will serve as liaison between the
advancement, program, finance, and legal staff to assist in the management of CPC’s grant
portfolio, overseeing record-keeping, tracking grant deadlines and deliverables, assembling
deliverables for funder applications and reports, and conducting institutional prospect research,
as needed. This new role will also include processing of donations, data recording and tracking,
and mail list coordination and extraction. Under the supervision of CPC’s Advancement
Director, the Grants Administrator will play a critical role in advancing the organization’s
institutional fundraising strategies and goals.

Grants Administration – 70%

  • Serve as the point of contact for staff to administer all components of the grants cycle,
    including: grant documentation and agreements, grant compliance and deadlines, and
    financial requests and reports;
  • Help ensure grant agreements are reviewed by Legal staff and signed by the Chief
    Executive Officer, as appropriate;
  • Track grant deliverables and timetables and communicate deliverables to staff;
  • Identify potential gaps and/or shortfalls in meeting funding and grant deadlines and
    communicate with program staff, as well as advancement and finance departments
  • Submit foundation, government, and corporate grant reports and compliance needs in
  • Gather relevant data and financial information to assist Advancement Director in the
    creation of proposals and/or reports;
  • Coordinate with Finance Department to help monitor and document expenditures made
    with restricted giving funds;
  • Compile regular reconciliation reports and other reports, as necessary, to structure and
    implement grantmaking requirements and ensure effective workflow;
  • Develop strategies to optimize the grant administration process; recommend and
    implement process improvements;
  • Analyze budget and expenditure reports and ensure compliance with IRS and
    foundation-specific regulations for assigned grants; and
  • Maintain accurate reporting for restricted grant budgets and expenditures, using CPC’s
    financial management system MIP.

Donor Data – 15%

  • Serve as the primary administrator for CPC’s grant management tracking system,
    DonorPerfect, ensuring the accuracy and integrity of all data input and output;
  • Day-to-day administration of DonorPerfect database including data/gift entry, thank you
    note generation, reporting and list outputs, and generating financial reports;
  • Serve as liaison between DonorPerfect and CPC and keep staff informed on changes,
    updates, and system advancements;
  • Develop strategies for maximizing the capabilities of current databases and best
    practices for information management and achieving fundraising objectives;
  • Maintain and improve existing systems and processes to provide efficient gift processing
    and acknowledgement;
  • Effectively work with the Finance Team to produce accurate reports and donation
    reconciliations; and
  • Maintain all portals and files of standard attachments.

Additional Responsibilities – 15%

  • Maintain CPC files, including contracts, property and grant records, corporate minutes,
    both digital and hard copy records.
  • Complete other administrative tasks, as needed, including copying, sorting, mailing, etc.

Qualifications and Requirements

  • Bachelor’s degree and/or work experience in grants administration, accounting, or
    related field; and
  • Experience with non-profit organizations and grants administration preferred.

Technical Skills and Abilities

  • Proven track record in philanthropic record keeping and complex database
  • Familiarity with contracts and agreements;
  • Experience with budget development and monitoring;
  • Experience with government grants – especially with Grants.gov – a plus;
  • Advanced systems skills, especially experience with donor, grantmaking, and finance
    software (MIP, Raiser’s Edge, DonorPerfect, or SalesForce, as examples) and Excel; and
  • Ability to communicate and design communication approaches for relaying technical,
    budgetary, and program details to staff in clear and user-oriented manner

General Skills and Abilities

  • Outstanding attention to detail, organization, diligence and commitment to excellence;
  • Ability to think and problem-solve creatively;
  • Strong project management and time management skills, with the ability to
    prioritize numerous ongoing projects;
  • Highly organized;
  • Ability to meet deadlines;
  • Excellent verbal and written communication skills;
  • Highly collegial working style and ability to manage multiple projects simultaneously;
  • Familiarity with environmental and/or land conservation issues is desirable; and
  • Personal qualities of integrity, honesty, and discretion, including the ability
    to maintain the confidentiality of privileged information.
  • Excel and other Microsoft programs highly desirable

Location & Physical Requirements

  • The position is based in CPC’s Houston office;
  • Some evening and weekend hours may be required occasionally for donor events;
  • Frequently sits for long periods of time;
  • Frequently speaks, reads, writes and uses a computer keyboard; and
  • May require occasional standing, walking, lifting, stooping, and bending.


  • Salary commensurate with experience; range $50,000 – $62,000;
  • Benefits include Health Insurance and Retirement Plan Contribution; and
  • As an exempt, salaried employee, the Grants Administrator is not eligible for overtime.
    Application Process
    Interested applicants should send a cover letter and resume in a single file PDF to
    info@coastalprairieconservancy.org with the subject line “Grants Administrator.” No calls
    please. Candidate will be required to pass background check and provide references upon
    Please note: If you do not wholly meet the above qualifications but believe you are
    otherwise?well-suited to meet the needs of this position, we encourage you to apply and note
    details in your cover letter.

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