Grants Administrator

The Kohala Center (TKC), a 501(c)3 nonprofit organization based in Waimea, Hawai‘i Island, Hawai‘i, is currently seeking a detail-oriented and experienced Grants Administrator to lead the full lifecycle of grants management in support of our mission focused on research, education, and ‘āina stewardship for healthier ecosystems. This role is responsible for the development, compliance, monitoring, and accurate reporting of all grant activities at TKC. The Grants Administrator will collaborate closely with program managers, the accounting department, IT, and other key areas to ensure the effective and compliant use of grant and contract funds in alignment with industry best practices.

KEY RESPONSIBILITIES/ESSENTIAL DUTIES: 

• Grants Lifecycle Management

  • Coordinate and administer all phases of the grants lifecycle, including preparation, submission, tracking, compliance, reporting, and closeout

  • Collaborate with the Financial Controller to enhance and streamline grant management processes, including integration with accounting, financial, and customer relations management (CRM)/grants management systems (i.e., Salesforce)

  • Serve as primary fiscal contact for funders, ensuring compliance with legal, contractual, and grant-specific requirements

  • Maintain comprehensive and organized grant records (digital and physical files) in accordance with TKC protocols

  • Facilitate execution of new or revised grant agreements, including completion of required organizational forms and proposal/budget modifications

  • Provide training and support to staff on grants administration best practices and regulatory compliance

  • Advise on federal, state, and foundation grant regulations, including allowable costs and expenditure restrictions

  • Coordinate the independent contractor process, ensuring contracts meet TKC and grant requirements and required documentation (including insurance, GE tax forms, and W-9) is collected

  • Maintain an up-to-date list of all active contracts 

• Finance and Accounting 

  • Enter new and revised budgets into the CYMA accounting system; notify finance staff of billing and payroll specifics tied to each grant

  • Produce and distribute accurate monthly Budget-to-Actual (B2A) reports for all active grants

  • Apply fringe and indirect costs to grants in a timely manner

  • Provide general ledger reports and assist program managers in analyzing and adjusting B2As

  • Oversee grant billing processes to ensure funders receive complete and timely documentation per agreed schedules

  • Monitor and track matching funds to ensure grant compliance

  • Track accounts receivable, including incoming payments via check or mail

  • Coordinate with staff to ensure financial transactions align with grant/contract agreements and sub-recipient financial activities comply with deadlines and deliverables

  • Ensure compliance of grants and contributions with ASU 2018-08 standards, internal policies/procedures, and donor rules and regulations.

  • Assist with financial audits, including preparation of required documentation and reports

  • Complete financial reports in the specific format required by funders

• Miscellaneous

  • Manage all corporate and federal document renewals, including Certificate of Vendor Compliance and SAM.gov.

  • Pick up and distribute mail

  • Attend relevant professional development opportunities to advance desired learning and practice

  • Perform other duties as assigned

REQUIRED CERTIFICATES, LICENSES, OR EDUCATION:

• High school diploma; bachelor’s degree and/or a minimum of 4 years of administrative experience preferred

• Three years of nonprofit grant management experience preferred

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:

• Proficient in Microsoft Excel and Word

• Basic accounting skills and/or experience in a multi-fund accounting software package (such as CYMA) preferred

• Experience with a cloud-based CRM platform (such as Salesforce) preferred 

• Excellent verbal and written communications skills

• Strong organizational skills with the ability to manage multiple tasks and deadlines in a fast-paced, professional environment

• Ability to multi-task in a fast-paced, highly professional environment required.

• High attention to detail and accuracy

• Demonstrated customer service orientation and ability to work collaboratively with cross-functional teams

WORKING CONDITIONS:

• Work is performed in our headquarters in Waimea, with potential to work remotely 2-3 days/week after training

• Candidate must be based on Hawai‘i Island; no relocation assistance available

EQUIPMENT USAGE:

• Computer and standard office equipment