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Job Title:  Grants Management Associate
Department:  Impact and Planning
Reports to:   Director, Grants Administration
FLSA Status: Non-Exempt
Location:  Indianapolis, USA. Employees spend three working days in the office each week.

Compensation: $60,000-$70,000 (final offer commensurate with experience)
Benefits:  Include, but are not limited to, health insurance (medical, dental, and vision), 6% employer match for 401(k), pension, vacation and sick time, paid leave, 100% employer-paid group life, long-term disability and commuter benefits


The grants management associate facilitates the grants, program-related contracts, program-related investments, sponsorship, and gift programs the foundation employs to meet its mission. Grants management associates manage the flow of documentation and materials related to the status of grants and contracts, including interim narrative and financial reports, updates or changes to initial grant agreements, evaluation reports, and other key information. They work proactively with the program and other staff to ensure that required documentation is in order and ready for pre-award and post-award considerations by the Executive Team.  They are expected to effectively and efficiently communicate information about the status of grants and contracts to Foundation staff and grantees.

At Lumina, how we approach the work is as important as what we accomplish. Candor, collaboration, and connection are the organization’s core values, and everyone at Lumina strives to live these values through their words and actions.

The Role

Racial Equity

  • Advance Lumina’s commitment to ending systemic racism and barriers to learning beyond high school for Black, Latino, and Native American individuals.
  • Promote racial equity, diversity, and inclusion in hiring, contracting, grantmaking, decision making, and achieving fair and just outcomes arising from the department’s exercise of its duties and responsibilities.
  • Effectively communicate Lumina’s equity commitment to internal and external partners.

Grant, Program Related Contracts, and PRI Administration

  • Ensures compliance with federal and state regulations and foundation-specific business controls and workflows
  • Creates grant files and records that meet legal, audit, and internal governance requirements
  • Prepares the weekly Executive Team agenda and staff preview
  • Reviews and tracks grant and contract proposals entered in the grant management system
  • Assists in the initiation and tracking of payments to grantees and consultants and collaborates with finance staff to ensure timely and accurate payments
  • Responds to requests for information from internal and external stakeholders
  • Facilitates pre-screening of prospective grantees from email inquiries.
  • Prepares grant and contract agreements, award letters, and modification agreements
  • Responds to prospective grantees regarding the status of their proposal.
  • Monitors correspondence received through the Grants Management email box
  • Provides follow-up letters reminding grantees of upcoming reports.
  • Reviews and purges closed grant and contract files, maintaining required documentation following document retention policies.
  • Collaborates with program staff to ensure consistent and accurate management of proposal and grant/contract information
  • Assists in the maintenance of grants management policies and procedures

Sponsorships and Gifts Processing

Processes requests and payments related to the foundation’s civic and strategic sponsorships, directors’ designated grants, matching gifts, volunteer incentives, and length of the service program.

Operations Related Contracts Administration

  • Enters and tracks operational contract documentation for legal counsel review
  • Facilitates finalization and execution of contract documents
  • Maintains contract repository for record keeping and historical reference


  • Undertakes special projects as assigned
  • Participates in staff training and professional development
  • Responsible and accountable for the success and effectiveness of assigned projects
  • Serves as backup support for grant team members as needed.

Skills, Competencies, and Characteristics

  • Strong computer software skills, including knowledge of database systems and management
  • Project management skills:
    • Strong organizational skills, including attention to detail
    • Ability to multi-task, set priorities, triage work, and meet deadlines
  • Relationship and communication skills:
    • Strong interpersonal and customer relations skills among staff, grantees, and others, displaying a high degree of diplomacy, tact, and professionalism
    • Strong verbal and written communications skills, including grammar, spelling, and writing capabilities
  • Personal attributes:
    • Ability to apply sound situational decision making
    • Exercises sound judgment in handling sensitive or confidential information

Education and Experience

  • AA/AS/BA/BS or other post-high school credential;
  • At least 3 years experience in an administrative support or project coordinator role; knowledge or background in nonprofits or grantmaking and/or management systems desired; or
  • Any combination of education and experience that provides an equivalent background.

Work Environment and Physical Demands

  • Work is performed in an office environment, mostly sedentary.
  • Extensive use of various forms of technology.
  • Travels infrequently, including overnight stays.

This description is only a summary of the typical job functions, not an exhaustive list of all possible responsibilities, and may be subject to change at any time due to reasonable accommodation or other reasons. 

Applicants should send the following to the e-mail address below:

  • a letter of interest, and
  • a resume as an attachment outlining experience relevant to the position.

Human Resources
Equal Opportunity Employer