Grant System Administrator

The Grants Systems Administrator is a highly organized, detail-oriented, and technically skilled professional who will serve as a key partner in strengthening data collection, analysis, and reporting processes. This role works closely with executive leadership to improve how data is used to inform grantmaking decisions, evaluate program effectiveness, ensure compliance, and identify unmet needs across the Commonwealth.

Key Responsibilities

Grants Management System Administration (Approx. 50%)

• Serve as the primary administrator for the organization’s grants management system (SmartSimple or similar platform).
• Configure applications and implement system enhancements to improve usability, reporting, and data quality.
• Collaborate with leadership to understand business needs and translate them into system improvements.
• Build and maintain workflows, dashboards, templates, and reporting tools.
• Manage day-to-day system operations including user access, permissions, training, and troubleshooting.
• Develop and maintain system documentation and user guides.
• Coordinate with external technical support to resolve system issues.

Data Portal & External System Management (Approx. 10%)

• Oversee partnerships with external data providers and maintain custom data collection portals.
• Update, test, and prepare portals for grant program use.
• Provide technical support and resolve system-related issues for users.

Data Analysis & Reporting (Approx. 40%)

• Analyze application, financial, and outcome data to identify trends, risks, and opportunities.
• Support grant review, funding decisions, and compliance monitoring through data insights.
• Integrate multiple data sources (e.g., census and program data) for deeper analysis.
• Develop dashboards, reports, and visualizations for leadership and board-level presentations.
• Conduct regular data quality audits to ensure accuracy and consistency.
• Perform data entry and maintain system records, including financial data.
• Prepare materials for board and committee meetings, identifying opportunities to streamline reporting processes.

Required Skills & Qualifications

• Bachelor’s degree or equivalent combination of education and experience.
• 5+ years of experience administering a grants management system (SmartSimple or similar).
• Strong data management experience with exceptional attention to detail.
• Advanced proficiency in Microsoft Excel (e.g., pivot tables, data functions) and Microsoft Office Suite.
• Experience analyzing large datasets and presenting insights to stakeholders.
• Strong organizational, time management, and multitasking abilities.
• Clear and effective written and verbal communication skills.
• Ability to handle sensitive information with discretion and confidentiality.
• Experience working in a nonprofit, foundation, or grantmaking environment.

Preferred Skills

• Technical knowledge of SQL, HTML, CSS, JavaScript, XML, or similar tools.
• Experience with data visualization tools and dashboard development.
• Familiarity with process improvement and systems optimization.
• Interest in or exposure to civil legal services or related fields.
• Experience working with external data systems or public data sources.