October 27, 2026
Job Title: Grants Manager
FLSA Status: Full-Time, Exempt
Reports To: Vice President of Programs
Location: Galesburg Community Foundation
Application Deadline is November 15, 2026
Organizational Mission
Galesburg Community Foundation develops and encourages the philanthropic efforts of people and organizations for a healthy region
Primary Purpose of Job
Under the leadership and strategic direction of the Vice President of Programs, the Grants Manager is responsible for the coordination, implementation, administration, and stewardship of the Community Foundation’s grantmaking and scholarship programs. The position manages all aspects of the grant and scholarship lifecycle, including application intake, eligibility review, committee support, award processing, compliance monitoring, reporting, record management, and stakeholder communications.
The Grants Manager supports the strategic objectives of the Community Foundation by ensuring high-quality grant administration, maintaining accurate data, and strengthening community impact through responsive and accountable grantmaking
ESSENTIAL FUNCTIONS AND PERFORMANCE AREAS
- Administer and coordinate all aspects of the Community Foundation’s grantmaking, scholarship, and special funding programs.
- Manage grant application processes, including eligibility review, completeness checks, assignment, tracking, award notifications, and reporting requirements.
- Coordinate grantmaking activities for Community Funds and external funding partners, including the administration of county-funded behavioral health and community service grants.
- Prepare application summaries, ranking reports, funding histories, committee materials, board reports, and award recommendations for review committees and Foundation leadership.
- Coordinate post-award activities, including evaluations, reporting deadlines, recipient communications, acknowledgment letters, and stewardship documentation.
- Manage grant data, reporting systems, spreadsheets, and grant management software to ensure accurate tracking and recordkeeping.
- Coordinate grant award processing, payment requests, financial tracking, and system synchronization with accounting and financial management platforms.
- Support continuous improvement of grantmaking systems, application processes, evaluation tools, and operational workflows.
- Assist in preparing reports and information for Foundation leadership, committees, boards, donors, and community stakeholders.
- Collaborate with Foundation staff to ensure grantmaking activities align with organizational priorities and community impact goals.
KNOWLEDGE, SKILLS, AND ABILITIES
- Strong organizational, project management, and administrative skills with exceptional attention to detail.
- Ability to manage multiple projects, deadlines, and priorities simultaneously while maintaining accuracy.
- Knowledge of philanthropic organizations, nonprofit operations, grantmaking practices, scholarships, and community foundation activities.
- Strong analytical and problem-solving skills, including the ability to organize and interpret grantmaking data and reporting information.
- Proficiency in Microsoft Office Suite, database management systems, spreadsheets, grant management software, and financial tracking systems.
- Excellent written, verbal, and interpersonal communication skills.
- Ability to build and maintain positive working relationships with nonprofit leaders, volunteers, board members, donors, applicants, and community partners.
- Strong customer service orientation with the ability to provide guidance and technical assistance to applicants and stakeholders.
- Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.
- Demonstrated initiative, adaptability, and commitment to continuous process improvement.
- Ability to work independently while contributing effectively as a member of a collaborative team.
- Commitment to the mission, values, and community impact goals of the Galesburg Community Foundation.
Organizational Competencies
Building Trust: Promotes transparency, collaboration, and mission alignment.
Service Focus: Centers the needs of community and nonprofit partners in planning and execution.
Job Specific Competencies:
Decision Making: Identifying and understanding issues, problems, and opportunities;
comparing data from different sources to draw conclusions; using effective approaches
for choosing a course of action or developing appropriate solutions; taking action that is
consistent with available facts, constraints, and probable consequences; includes others in the process to obtain good information and make appropriate decisions.
Information Monitoring: Setting up ongoing procedures to collect and review information needed to manage activities. Determines which processes or areas need to be monitored; identifies what information needs to be obtained. Establishes systems to monitor activities or outputs that are easy to use and that provide timely and pertinent information. Implements tracking systems and reviews data to determine progress, anticipate needs, and make necessary adjustments to personnel or processes.
Education and Experience Requirements
- Bachelor’s degree preferred.
- Minimum of three years of experience in grants administration, nonprofit operations, philanthropy, program management, or a related field preferred.
- Experience managing complex administrative processes and multiple deadlines.
- Experience with grant management software and data management systems preferred.
- Must have a valid driver’s license and good driving record.
Working Conditions
Work is typically performed in a well-lighted, environmentally controlled indoor environment with moderate noise. Occasional professional office environment with moderate noise levels. Occasional evening meetings and community events may be required.
Interested candidates should submit a cover letter, resume, and three references to Shawn Hedden, shedden@yourgcf.org by November 15, 2026.
