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Job Opening

Grants Administrator - Maryland

Full-Time position averaging 32 hours a week

The Kahlert Foundation is a Maryland based philanthropic organization focused on enhancing the quality of life in Baltimore, Carroll, Frederick and Howard Counties and Baltimore City. Grants are also awarded in the state of Utah. The Foundation has a $400+ million endowment and annual grantmaking of $20 million to nonprofit organizations in the areas of health, education, youth, veterans, and human services. The Foundation is governed by a board of family and community members and is operated by a lean professional staff. For more information about The Kahlert Foundation, including our history and giving areas visit our website at

The Grants Administrator plays a critical role in the administration of the Foundation’s database and grant-making process. This position interfaces directly with grantees and prospective grantees while working with leadership and other team members on the operations of the Foundation.

A bachelor’s degree preferred, or a minimum of 3-5 years’ experience in a professional office setting.
•Previous non-profit or foundation work experience ideal.
•Extensive comfort and experience working in and processes for CRM software systems. Grants management software preferred.
•Proficient in Microsoft Office Suite (especially Excel) and Adobe.
•Ability to visually tell data stories using pivot tables, charts, graphs, and other tools.
Excellent multitasking, organizational and time-management skills, with the ability to prioritize and meet deadlines.
Detail-oriented and highly accurate with data entry.
Team-player with a track record for building and maintaining collaborative relationships and contributing to a positive organizational culture.
Strong customer-service, verbal, written and interpersonal communication skills.
Professional maturity, discretion, and good judgment
Flexibility, as job responsibilities may evolve over time.

Maximize utilization of grants management system to improve the effectiveness and efficiency of the grantmaking process.
Develop and maintain data dashboards, standard and ad-hoc reports, preferences, and permissions in database.
Design and implement effective workflow processes and procedures, including maintaining a grants management manual.
Maintain efficient grants management operations, by collaborating with team members to identify data management and workflow challenges and implement solutions and improvements.
Develop and deliver grants management process and systems training and provide ongoing technical assistance for all staff and new hires.
Manage and maintain accurate and complete database grant records, ensuring consistency and compliance with legal, IRS, audit and Foundation regulations and guidelines.
Represent the Foundation on the special funder workgroups and provide data and best practices that result in this participation.
Review and remain current about emerging and critical trends and best practices in grants management and adopt the most effective practices for the foundation.

Develop and implement grants administrative procedures, including but not limited to initial IRS and state compliance screens, letters of inquiry (LOI), award letters, grant payments, grant reporting and payment receipts.
Manage the acceptance of formal inquiries and proposals by providing grant seekers with information about the process, timeline, and requirements, conducting an initial review of all submitted materials, and screening submissions for eligibility and completeness.
Maintain frequent communication with applicants and grantees, including assisting them with the application process and reminding them about upcoming deadlines and reporting requirements.
Manage the Foundation’s grant reporting process by reminding grantees and staff about grant report deadlines, review received grant reports for completeness, and ensure the timely review of grant reports by staff.
Primary contact for various non-profits funded by the Foundation with regular phone calls, reviewing reports, onsite visits and maintaining relationships.


Respond to email and phone calls from grantees and community members requesting assistance in a timely manner.
Work with leadership and program teams to prepare analysis, reporting, and presentation of grantee data to support internal learning, strategy, and external communications.
Assist in the preparation for Board materials.
Generate financial reports for budget forecasting, tax preparations, and annual reporting on the Foundations’ various funds and endowment awards.
Attend meetings and function as a representative of the Foundation.
Prepare emails for leadership, as needed, to obtain or relay information regarding the Foundation.
Maintain and update the Address Book/Contact List for Grantees in Maryland
Do other administrative duties as required-e.g., mail merge, mailing labels for correspondence.
Assist the Utah team, as needed.
Attend professional conferences and training sessions to further education regarding grant making and CRM management, as needed.

REPORTS TO the Executive Director

Hourly wage between $30 - $35/hour, commensurate with experience and market. Medical, dental and vision benefits and Paid Time Off.


Remote work, local travel, with regular onsite visits and attendance at events for charitable partners required. Local candidates only. Candidate must be located within close proximity to Carroll, Frederick, and Howard Counties.


Submit a cover letter and your resume as a single PDF via e-mail to Please include “Grants Administrator” in the subject line. No phone calls please.

Applications will be considered until November 20, 2023. Start date is flexible with a preference for December 2023.

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