Grants Coordinator

About the New England Foundation for the Arts

The New England Foundation for the Arts (NEFA) is a 501(c)3 social impact organization that builds, sustains, and fights for arts and culture through grantmaking, partnerships, and advocacy in New England, the nation, and beyond.

As an organization, NEFA believes the freedoms to create, access, express, and share arts and culture are human rights and essential to a just society and thriving communities. As an employer, we are dedicated to dismantling the systemic inequities, barriers, and actions that have excluded individuals and communities from professional opportunities.

NEFA is proud to be an equal opportunity employer and is invested in creating an equitable and inclusive working environment and organizational culture. We are committed to hiring individuals who share and support our values, and who reflect the diversity of the communities we serve. NEFA does not discriminate on the basis of race, religion, gender, sexual orientation, national origin, disability, age, veteran status, or any other classes or characteristics protected by law.

About the Position

The Grants Coordinator provides technical administrative support to NEFA’s portfolio of regional grant programs, assists regional constituents, and works with staff to execute events and initiatives. In collaboration with the regional grants team, they are responsible for implementing all regional grant processes, which currently includes the New England States Touring (NEST) program, Crossroads: Touring New England, the New England Presenter Travel Fund, and other special projects and grant initiatives.

The Grants Coordinator reports to the Program Manager, Regional Grants & Initiatives and works closely with the Senior Program Director, Regional Grants & Initiatives on all program efforts and with NEFA's Technology and Data team to ensure the successful execution of all grant processes in Salesforce.

The Grants Coordinator is a proactive, solutions-oriented team member. The role ensures projects flow smoothly and successfully in an environment where the pace varies seasonally. They have a strong ability to prioritize and keep multiple projects running at once, in addition to providing responsive support to constituents in a wide variety of communities. The Grants Coordinator is a key contributor in promoting, evaluating, and enhancing NEFA’s commitments to equity, diversity, inclusion, and accessibility in program and grantmaking practices.

As Co-Accessibility Coordinator, this role collaborates with NEFA's Communications Director & Co-Accessibility Coordinator to ensure NEFA’s compliance with applicable law and that all constituents have fair and equitable access to NEFA programs, activities, and opportunities. In this capacity, they work with staff, NEFA’s accessibility committee, and other partners to promote the inclusion and participation of people with disabilities in the arts.

Essential Functions - % of Time

Grant Administration – 55%

• Support implementation of NEFA’s regional grantmaking programs and special project awards;
• Provide technical assistance, information, and other support to applicants and grantees;
• Assist grant recipients with proper reporting and submission of necessary documentation;
• Process and maintain grant records in Salesforce CRM including creating application forms, testing online grant forms, monitoring applications, archiving grant-related correspondence, tracking and reviewing grantee reports, collecting grant payment info, and maintaining campaigns in Salesforce;
• Perform regular data cleaning and maintenance in Salesforce; work in partnership with the Technology & Data team to ensure data integrity;
• Prepare application review materials including the panelist reviewer portal and provide technical support to panelists;
• Coordinate the preparation and distribution of grant award and decline notifications;
• Review and manage images submitted by grant recipients;
• Review grantee summaries and prepare for publication in the grantee directory;
• Provide grant administration support to other programs as assigned.

Program Coordination – 25%

• Respond to phone and email inquiries from constituents, while developing and maintaining relationships;
• Support grant guideline updates and give input on application and grantee report changes;
• Assist with program and panel meeting planning, including scheduling, tracking attendance, technical needs, notetaking, and other logistical details;
• Support planning for program events, primarily NEFA’s annual Idea Swap, including catering, venue rental, accessibility services, event registration, and preparing day-of event logistics;
• Gather testimonials and data for development staff to use in funder reports.

Accessibility Coordination – 10%

• Partner with fellow Co-Accessibility Coordinator to ensure NEFA’s compliance with Section 504 and the ADA regulations for the organization;
• Assist Co-Accessibility Coordinator with planning for Accessibility Committee meetings and conference calls with the New England state arts agencies’ accessibility coordinators;
• Support accessibility training for NEFA staff, state arts agencies’ accessibility coordinators, and constituents;
• Serve as a liaison/point person for complainants to resolve issues and Section 504/ADA grievances with staff and accessibility committee;
• Manage accessibility and LEAD travel related grant processes.

Connecting & Learning – 10%

• Represent the program and organization at conferences, meetings, performances, and other events; report on learning and outcomes;
• Participate in organization-wide convenings and events, planning sessions, and working groups.

Scope

Does this position supervise others?

No

Internal/External Contacts

Maintain and support positive relationships with a variety of external constituents including grant applicants, grantees, program advisors and partners, event participants, event vendors, and accessibility committee members, as well as with internal NEFA staff. Field external inquiries related to accessibility accommodations related to participation in NEFA programs, initiatives, and events.

Financial/Operational Resources Impacted

$0

Decision Making/Problem Solving

Provide responsive and compassionate customer service and technical assistance to all grant applicants and in response to accessibility-related inquiries; communicate effectively with internal and external program partners, advisors, accessibility committee members, and constituents; assess current grants processes to develop and implement new procedures and guidelines; proactively finds solutions; contribute to program and departmental planning.

FY26 Coordinator Starting Salary

$67,000

Opportunities for Advancement

At the beginning of their tenure, staff in coordinator level positions should set performance, development, and skill-building goals with their supervisor based on the expectations of the position. After two (2) years of employment, and with documented progress on their performance goals (as evaluated by their direct supervisor), employees at the coordinator level may be considered for promotion.

Qualifications

Required

• 1-3 years of work experience, preferably in an administrative setting; past work in front-facing customer/constituent support;
• Understanding of systems of oppression in the arts and beyond, with a strong commitment to implementing anti-racist practices;
• Excellent communication, organizational, and customer service skills, including strong attention to detail, ability to meet deadlines, problem-solve, and to shift focus based on priorities; anticipates and takes action to meet key project milestones;
• Experience working with a Customer Relationship Management (CRM) system, preferably Salesforce;
• Familiarity with Microsoft Office suite;
• Experience using project management tools, Asana preferred;
• Able to work both independently as self-starter and take instruction as a team member; comfort working with and navigating the dynamics of multiple teams;
• A passion for/interest in working in the arts;
• Appreciation for and identification with NEFA’s mission, vision, and values and interest in engaging in work to advance NEFA’s organizational goals.

Preferred

• A valid driver’s license;
• Knowledge of and familiarity with New England and its communities, or an eagerness to learn about the region;
• Familiarity with or experience working with artists, presenters, or other arts professionals;

Workplace Requirements

NEFA is a multi-state organization and an evolving and dynamic workplace. NEFA staff work in a variety of contexts, including in-person in Boston and remotely across New England and other approved states. This role can be performed either entirely in person or as a hybrid role; it is not a remote role. This position requires at least one (1) day in the office per week for in-person team meetings at NEFA’s office in Boston. As such, the person in this role must reside within a reasonable commuting distance of NEFA’s office, which we define as 60-minutes by automobile and/or within the catchment area of the MBTA.

Physical/Mental Demands

Stationary position, occasional lifting (up to 15 lbs.), occasional travel (local/regional, including events occurring outside 9-5 work hours), reasoning, decision-making, detailed work, communication, organization skills, reading, processing.