Grants Administrator (Remote)

• position Title: Grants Administrator
• Location: Remote (U.S. based candidates only); Candidates must have access to a dedicated workspace with broadband internet access.
• Position Type: Full-time, salaried exempt
• Starting Salary: $60,000 – $70,000/annually
• Benefits: Medical, dental, vision, and short-term disability insurance; 401(k) with 5% match; paid time off starting at 12 vacation days (increasing with tenure), plus 80 hours paid sick & safe leave, and 12 paid holidays annually.
• Priority Application Deadline: March 29. Early applications are encouraged; the position will remain open until filled.
• Start Date: As soon as feasible

Position Summary

Support national monarch and pollinator conservation as a Grants Administrator for the Monarch Joint Venture, a 501(c)3 nonprofit organization. This position manages the full lifecycle of the organization’s grants with a strong focus on systems, financial accuracy, and operational follow-through. This role oversees grant tracking, budgeting, invoicing, reporting, and compliance, and also provides additional administrative support across the organization. This role is well suited to someone who is detail-oriented, process-driven, and comfortable working independently in a remote environment while collaborating with program and finance colleagues. This position reports to the Operations Director and does not supervise staff. Learn more about the mission, vision and values of the MJV on our website, here.

Primary Responsibilities

Grant Research, Tracking & Application Coordination (30%)

• Conduct ongoing grant prospect research aligned with organizational priorities
• Maintain and update grants tracking systems for prospective and active opportunities
• Support leadership in assessing grant fit, readiness, and application timelines
• Project manage grant applications in collaboration with program staff, including timelines, documentation, and submissions
• Ensure grant applications are complete, accurate, and submitted on time
• Track submission outcomes, document funder feedback, and note recommendations regarding future applications

Grant Setup, Financial Management & Reporting (50%)

• Organize and maintain grant award agreements, compliance documents, and correspondence
• Set up grant budgets in Excel upon award
• Maintain a reporting calendar for all active grants in Monday.com
• Submit invoice requests to funders with supporting documentation
• Review grant expenditures monthly in QuickBooks Online to ensure accuracy and allowability and to confirm alignment with approved budgets
• Proactively flag budget variances or compliance issues and coordinate with grant managers to address them
• Prepare and submit financial reports; coordinate with grant managers to ensure narrative reports are completed and submitted on time
• Maintain organized, audit-ready grant files

Additional Administrative Support  (20%)

• Process check and ACH payments using Bill.com and Gusto
• Provide timely research, coordination, and administrative support for special projects and ad hoc requests, partnering closely with leadership while exercising independent judgment
• Other duties as assigned by the leadership team

Qualifications

Required

• Demonstrated experience in grants administration, nonprofit operations, financial administration, or a related role
• Strong working proficiency with Excel or comparable spreadsheet tools for budgeting and financial tracking
• Experience using financial management software (e.g. Quickbooks Online, Xero, Sage, etc.)
• Demonstrated ability to manage multiple timelines, systems, and compliance requirements with accuracy
• Strong organizational, documentation, and project management skills
• Clear written and verbal communication skills
• Ability to work independently in a remote environment and manage sensitive information with discretion

Preferred

• Experience with the following: QuickBooks Online, Excel, Google Workspace, Monday.com
• Prior experience administering federal grants, including compliance and reporting requirements
• Grant writing experience, including drafting or contributing to proposal narratives
• Experience working in the environmental nonprofit sector

Physical Requirements*:

• Sitting: Ability to sit for extended periods while performing computer tasks.
• Manual Dexterity: Proficient use of hands and fingers for typing, writing, and operating office equipment.
• Focus and Concentration: Ability to concentrate on detailed tasks and maintain focus.
• Sensory Abilities: Ability to use sensory abilities to perceive and analyze information from computer screens, written documents, and/or verbal communication.

*Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions

Equal Opportunity Employment

The Monarch Joint Venture (MJV) is an equal opportunity employer. As such, MJV offers equal employment opportunities without regard to race, color, gender, religion, age, nationality, social or ethnic origin, sexual orientation, gender identity or expression, marital status, pregnancy, disability, veteran status or any other characteristic protected by law. These opportunities include all terms, conditions, and privileges of employment, including but not limited to recruiting, hiring, job placement, training, compensation, benefits, discipline, advancement, and termination. All employees are expected to adhere to this policy.

The Monarch Joint Venture is an at-will employer. All persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.