ICA Admin - Grant & Contract Specialist

Job Title: Grant & Contract Specialist

Department: Grants

Reports To: Grants Manager

FLSA Status: Exempt

Work Setting: Hybrid

Position Summary

The Grant & Contract Specialist supports the day-to-day operations of ICA’s grant management functions, working in close collaboration with the Grants Manager to ensure timely, compliant, and organized administration of federal, state, and local funding streams. This role plays a key part in maintaining documentation, tracking key deadlines, supporting proposal submissions, and assisting with the overall coordination of the grant lifecycle. The Grant & Contract Specialist will work with program staff, finance, and external funders to help ICA meet its strategic and operational goals through effective grant administration.

ESSENTIAL JOB FUNCTIONS

Grant Administration and Tracking

• Maintain up-to-date electronic grant records, including agreements, amendments, communications, and documentation organized by grant year and number.

• Assist in tracking and monitoring key deadlines, draw schedules, reporting due dates, and other deliverables across all active grants.

• Help prepare and submit required reports, forms, and documentation for grant compliance.

Proposal and Renewal Support

• Assist in preparing grant and contract applications and renewals.

• Research and compile required information for grant applications and renewals.

• Help maintain a calendar of upcoming grant opportunities, deadlines, and renewal windows.

Internal Collaboration and Support

• Coordinate with program and finance staff to ensure shared understanding of grant terms and requirements.

• Maintain documentation and systems to support audit-readiness and funder monitoring.

• Draft and organize agreements and contract documents related to grant funding (e.g., MOUs, subrecipient agreements), and support signature tracking and renewals.

Communication and Relationship Management

• Assist the Grants Manager in communicating with funders and stakeholders to clarify expectations, submit documents, or follow up on pending requests.

• Participate in relevant funder meetings or technical assistance calls as appropriate.

• Represent ICA professionally in written and verbal communications with funders and partners.

Other Duties

• Assist with trainings or internal support sessions related to grants administration.

• Perform additional duties as assigned to support the goals of the Grants department and organization.

Education and Qualifications

• Associate or bachelor’s degree in business administration, nonprofit management, public policy, or related field preferred; however, ICA values practical and/or lived experience and recognizes that it can often provide the skills and knowledge needed for this role. Therefore, equivalent professional and/or life experience(s) is always considered in lieu of formal education.

• One or more years of experience in grants management, nonprofit administration, or a related support role.

Background and Knowledge

• Working knowledge of grant compliance, reporting standards, and funding regulations for state and federal programs.

• Experience with financial record keeping, budgeting, and reporting.

• Strong organizational and document management skills.

• Proficiency in Microsoft Office Suite, especially Excel, and comfort with digital communication tools.

• Familiarity with accounting systems and audit procedures is preferred.

Professional Skills

• Strong organization and time management skills.

• Excellent attention to detail and documentation practices.

• Strong written and verbal communication skills.

• Comfort with spreadsheets, budgeting tools, and Microsoft Office Suite (especially Excel, Word, Outlook).

• Ability to work both independently and collaboratively.

• Ability to manage multiple priorities and meet deadlines.

• Positive attitude and commitment to equity and professional growth.

Physical Requirements

• Standing – Approximately less than 1/3 of on-the-job time

• Walking – Approximately less than 1/3 of on-the-job time

• Sitting – Approximately greater than 2/3 of on-the-job time

• Reaching with hands and arms – Approximately between 1/3 and 2/3 of on-the-job time

• Stooping, kneeling, crouching, or crawling – Approximately less than 1/3 of on-the-job time

• Talking or hearing – Approximately greater than 2/3 of on-the-job time

• Weight lifted/force exerted – An average of approximately up to 10 pounds, non-continuously

• Physical requirements listed are primarily applied to ability to lift and move paper supply, files, etc.

• Vision – Close vision (clear vision at 20 inches or less)

• Driving – Approximately less than 1/3 of on-the-job time

Other Requirements:

• A valid driver’s license and proof of current automobile insurance.

Travel and Work Schedule:

• This position is a hybrid role, requiring three days of in-office work at ICA’s office in Des Moines, with the option to perform the remainder remotely.

• Travel to required meetings and/or to participate in or support industry conferences or ICA-sponsored events may occur throughout the year. Travel is estimated at approximately 1-5% of the time and may include overnight stays.

• Schedule may fluctuate based on workload.

This job description is the official and sole approved description for this position. It has been reviewed and authorized by the undersigned member of the Executive Team.

Approved by:

Signature: ____________________________________________________________________________

Name: _______________________________________________________________________________

Title: ________________________________________________________________________________

Date: ________________________________________________________________________________

The Institute for Community Alliances (ICA) provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.  This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.