Summary
The Grant Specialist supports Girl Scouts of Hawaiʻi’s fundraising and resource development efforts by assisting with the identification, preparation, submission, tracking, and administration of grant opportunities from government agencies, private foundations, corporations, and other funding partners. This position plays an essential role in strengthening the organization’s grant capacity by coordinating grant processes, preparing proposal materials, maintaining accurate grant records, and supporting timely and compliant grant reporting. The Grant Specialist works collaboratively with the Development, Finance, Program, and Operations teams to gather information, develop grant narratives, track deliverables, and ensure grant documentation is complete and organized. This position supports Girl Scouts of Hawaiʻi’s mission by helping secure resources that expand access to leadership development opportunities for girls statewide.
Essential Duties and Responsibilities
Grant Research and Development
- Research potential grant opportunities from private foundations, corporations, government agencies, and community funders that align with Girl Scouts of Hawaiʻi’s mission, programs, and strategic priorities.
- Maintain a grant prospect calendar and tracking system to monitor application deadlines, reporting requirements, and funding opportunities.
- Review grant guidelines and eligibility requirements to identify potential alignment with Girl Scouts of Hawaiʻi programs, including the Girl Scout Leadership Experience (GSLE), After-School Leadership Program (ASLP), STEM initiatives, outdoor experiences, financial assistance, and leadership development programs.
- Assist with preparing grant opportunity summaries and recommendations for organizational review.
Grant Writing and Proposal Support
- Draft, edit, and format grant narratives, letters of inquiry, proposals, and supporting documents under the direction of Development leadership.
- Assist with developing program descriptions, community need statements, organizational background information, outcomes, impact statements, and sustainability narratives.
- Adapt existing program materials and organizational information to meet specific funder requirements.
- Coordinate with program staff to gather accurate program data, participant demographics, success stories, outcomes, and supporting documentation.
- Ensure grant applications are complete, accurate, and submitted according to funder requirements and deadlines.
Grant Reporting and Documentation Support
- Assist with preparation of interim, annual, and final grant reports for all funders.
- Draft report narratives describing program activities, accomplishments, participant outcomes, challenges, and impact.
- Collect program updates, attendance data, success stories, photographs, testimonials, and other supporting materials needed for grant reports from programs and/or membership.
- Coordinate with program staff and finance to gather required information for reporting submissions.
- Assist in reviewing reports for completeness, accuracy, alignment with grant commitments, and consistency with approved proposals.
- Maintain reporting calendars and provide reminders to ensure timely completion of grant deliverables.
- Support the preparation of funder updates, stewardship communications, and impact summaries.
Grant Administration and Compliance Support
- Maintain organized grant files, including applications, awards, agreements, correspondence, reports, and supporting documentation.
- Track grant reporting deadlines, deliverables, restrictions, and compliance requirements.
- Assist with monitoring grant requirements and ensuring documentation is maintained according to funder expectations.
- Follow up with internal teams to collect missing information needed for grant applications and reports.
- Support compliance with funder acknowledgment requirements, documentation standards, and reporting schedules.
Internal Coordination and Data Management
- Maintain grant databases and tracking systems to ensure accurate records of submissions, awards, reporting deadlines, and funding activity.
- Collaborate with Finance staff to assist with grant budgets, expense documentation, and financial reporting support.
- Prepare grant activity summaries, tracking reports, and updates for Development leadership.
- Support Development team efforts related to funder stewardship, acknowledgments, and relationship management.
- Assist with maintaining organizational grant files and historical funding records.
Qualifications
Education
- Bachelor’s degree in nonprofit management, communications, English, business administration, public administration, or related field; equivalent professional experience may be considered.
Experience
- Minimum of 2 years of experience in grant writing, nonprofit development, fundraising, report writing, program coordination, or related field.
- Demonstrated experience managing both pre-award and post-award grant administration.
- Experience administering federal, state, county, foundation, and corporate grants.
- Experience coordinating multi-department grant processes.
- Experience with grant compliance, reporting, and financial monitoring.
Knowledge, Skills, and Abilities
- Strong writing, editing, and proofreading skills with the ability to communicate program impact clearly and effectively.
- Experience preparing written reports, summaries, proposals, or similar professional documents.
- Strong organizational skills with the ability to manage multiple deadlines and priorities.
- Excellent attention to detail and ability to maintain accurate records.
- Proficiency with Microsoft Office Suite, Google Workspace, databases, and online grant submission platforms.
