Grants Coordinator

Job Purpose Summary

The AFS Grants Coordinator provides exceptional administrative support to Austin Film Society’s filmmaker granting programs, coordinating all aspects of grant submissions, intake, review and disbursement. The Coordinator is responsible for responding to inquiries and providing information to applicants about requirements, compliance and deliverables. The Grants Coordinator also provides administrative support for senior department staff, including calendar support, assembling reports and presentations, coordinating meetings and travel, among other duties.

The successful candidate is organized, detail-oriented, thorough and conscientious, and enthusiastic about supporting filmmakers.

Essential Responsibilities & Duties

Program Support

• Provides departmental oversight of tools that support effective management of funding opportunities offered through AFS, including our current submissions platform, Submittable.
• Coordinates department content for AFS Marketing team for use in external-facing communications about programs, including program event promotions
• Administers intake process utilizing Form Assembly and Submittable, supports distribution of grant applications to staff and external reviewers
• Screens grant applications for eligibility requirements and follows up with applicants when additional information is needed
• Organizes grant and fiscal sponsorship payouts in collaboration with the AFS Accounting Manager and the grantee, collecting compliance materials as needed and informing grantee of payout timeline
• Supports special projects as assigned

Administrative Support and Data Management

• Serves as first point of contact for grant and funding-related inquiries via email and telephone, delegating where appropriate
• Provides administrative support to department senior staff and stakeholders, including calendar management, travel arrangements, accounting coordination, and other tasks
• Manages data entry and maintains integrity for information across all financial programs through AFS CRM and database systems.
• Assists with onsite meeting and event support including coordination and scheduling, anticipating tech and telecom needs, scheduling catering and other setup, and managing post-meeting breakdown
• Preps standard reports for program management and grant-reporting needs
• Tracks Customer Support Case Management in Salesforce

Event Management

• Coordinates logistics, travel and talent for in-person funding events and meetings, adhering to strict deadlines and budgets
• Coordinates grant presentations and workshops with the Filmmaker Support Senior Manager
• Assembles materials and creates presentations, handouts, and other program-related collateral for meetings, workshops and events
• Coordinates grantee attendance and participation at select AFS events
• Liaise on-site with reviewers, grantees and other stakeholders at in-person or virtual programs and events

Intern Supervision

• Trains, supervises, and mentors interns as needed
• Schedules and coordinates program interns, including for special events and other volunteer opportunities throughout the year as needed

Required Knowledge/Skills/Abilities

• 2+ years of experience in nonprofit administration or a similar setting
• Excellent written and verbal communication skills; ability to liaise professionally with external stakeholders and partners
• Ability to prioritize and manage multiple competing deadlines, shifting priorities, and various projects across multiple teams, with extensive organization, attention to detail and accuracy
• Ability to diagnose, troubleshoot, resolve, and communicate problems, escalating when appropriate
• Proficient in Google Workspace and Microsoft Office
• Experience with a project management tool or software
• Experience with Salesforce or other CRM system a plus
• Familiarity with a review-based application program or similar a plus
• Ability to adapt to new productivity tools
• Flexibility on nights and weekends required for select events
• Appreciation for AFS’s mission and vision

Expected Hours

This is a full-time, non-exempt position. Work hours vary. Some nights and weekends required.

Complexities and Conditions of Employment

Physical/ Environmental Demands: Sitting and/or standing, keyboarding, reading, grasping, mousing, handwriting for 8.0+ hours per day, and lifting maximum weight of 20 lbs. are essential requirements of the position. This position requires some night, weekend, and after-hours availability.

Compensation and Benefits

Salary: $53K/year

Benefits:

• 12 paid holidays per year plus PTO and sick leave accrual
• Options for 100% employer-sponsored health, vision, and dental benefits
• SIMPLE IRA with employer match
• Employer-sponsored life insurance
• Employer-sponsored mobile phone plan
• Employee AFS Cinema and Austin Public perks
• Flexible work hours

How to Apply

Please visit https://austinfilm.org/apply to submit your résumé and cover letter. If you have questions about this position, please email jobs@austinfilm.org.

All applications will be acknowledged by email. All inquiries are confidential. The Austin Film Society is an equal opportunity employer and does not discriminate based upon race, color, national origin, religion, sex, sexual orientation, sexual identity, gender identity, disability, medical condition, AIDS/HIV, age, genetic information, marital status, family status, political activities or affiliation, military or veteran status. Priority will be given to applications submitted by December 8, though the position will remain open until filled.

• 12 paid holidays per year plus PTO and sick leave accrual
• Options for 100% employer-sponsored health, vision, and dental benefits
• SIMPLE IRA with employer match
• Employer-sponsored life insurance
• Employer-sponsored mobile phone plan
• Employee AFS Cinema and Austin Public perks
• Flexible work hours