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Grants Administrator

Company: Honorable Order of Kentucky Colonels
Date Posted: March 4, 2018

Job Title:              Grants Administrator

Department:      Administration

Reports To:         Executive Director  

FLSA Status:        Exempt, Full-Time Salaried

To apply please submit resume and letter of interest electronically to Sherry Crose, Executive Director  No phone calls will be accepted.  Resumes with letter of interest will be accepted until March 23, 2018.

Salary range:  to be determined with experience.

The Honorable Order of Kentucky Colonels is a dynamic evolving non-profit that is looking for an individual who wants to work in a fast paced growing organization.  This is a highly interactive position with our partners who we provide grant dollars.  This position also monitors social media and assists with the Speakers Bureau.  We are looking for someone who has grant experience, highly detailed orientated, has strong communication skills and has excellent customer service skills.

Kentucky Colonels is a non-profit organization with approximately 50,000 active members who are talented and capable men and women appointed by the Governor of the Commonwealth of Kentucky.

Summary:  Is the principal individual responsible for the grants program, the Good Works Program, of the Kentucky Colonels.  This position needs a fast paced, highly organized individual who understands the importance of details and personal relationships.  This individual works to enhance relationships with our grant partners and organizations constituents.

Essential Duties and Responsibilities:


  • Assists the Board committee chair in developing the annual schedule for vetting and processing.
  • Develops the framework, according to best practices, for the grant process and executes it after approval by the Committee Chair and Executive Director.
    • Manages the intake of letters of inquiry and grant proposals.
    • Oversees the distribution of grant applications.
    • Responds to potential/applicants questions relative to the proposal and process.
    • Reviews prospective grants making sure that they have completed and provided the necessary information.
    • Assists the Board committee chair by preparing grant applications for distribution to reviewing trustees.
    • Manages the central grant files and database.
    • Prepares approval and rejection letters for annual grants.
    • Reviews progress reports to ensure the grantee expenditures are consistent with approved grant.
    • Attends, as a representative of the Kentucky Colonels, any grant partners invitation.
    • Executes follow up with current year grant recipients.  Follow up consists of phone calls, personal visits, following all social media.
    • Coordinates and conducts workshops with the Grants Committee Chair and Executive Director
    • Facilitates the dissemination of press releases to grant partners.
    • Tracks all PR associated with grants and provides a report to the Director of Colonel Relations and Executive Director monthly.
    • Develops and conducts workshops throughout Kentucky.
    • Represents the Kentucky Colonels for speaking engagements, as needed.
    • Attends and records Grant Committee meetings.

Social Media:

  • Is the primary individual who executes the strategy developed with the Director of Colonel Relations, for overall social media to maximize reach and engagement
  • Thorough working knowledge of current trends in social media marketing and public relations.

Board of Trustees:

  • Attends Board and committee meetings and records minutes
  • Assists the Executive Director in the preparation and setup of all Board related meetings.
  • Maintain Board of Trustees’ information including, files, schedules, records on terms, correspondence, minutes, address lists, by-laws, amendments, etc.


  • Daily processing of a portion of member donations.


  • Answers phones, providing information and redirecting calls.
  • Any other duties as assigned by the Executive Director


To perform the job successfully, an individual should demonstrate the following competencies:

  • Project management – completes projects on time and budget.
  • Interpersonal Skills – ability to communicate effectively with grant partners, other staff, Colonels and Board of Trustees.
  • Oral Communication – speaks clearly and persuasively in positive or negative situations; listens and get clarifications, responds well to questions.  Ability to speak effectively on the telephone, one on one and before an audience.
  • Written Communication – Writes clearly, informatively, and creatively. 
  • Teamwork – gives and welcomes feedback; contributes to building a positive team spirit; supports everyone’s efforts to succeed.
  • Organizational Support – follows policies and procedures; completes administrative task correctly and on time; supports organization’s goals and values.
  • Planning/organization – highly organized, prioritize and plans work activities; uses time efficiently.
  • Professionalism – highly professional, approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions; follows through on commitments.
  • Quality – demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; monitors own work to ensure quality.
  • Quantity – completes work in timely manner.
  • Adaptability – Adapts to changes in the work environment.
  • Attendance/Punctuality – is consistently at work and on time; ensures work responsibilities are covered when absent.
  • Initiative – asks for and offers help when needed.

Qualifications:  To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:  A minimum of 2-year experience in grant administration, experience implementing a grant administration database program, 2-year experience in communication and extensive social media skills.  4-year degree.

Language Skills:  Creative writing skills. 

Computer Skills:  To perform this job successfully, an individual must have extensive knowledge of Outlook, Word, Excel, and CRM programs.

Mathematical Skills:  General math skills and ability to calculate figures and amounts such as discounts and percentages. 

Reasoning Ability:  Ability to apply common sense understanding to carry out instructions furnished both written and oral.  Ability to deal with problems in an efficient and effective way.

Creative Thinking Skills: An ability to think in the abstract, come up with new, non-traditional ideas while be able to execute those ideas creating a pathway to objectives

Certificates, Licenses, Registrations:  Must have a valid driver’s license.  Travel around the State of Kentucky is required.

Other Skills and Abilities: Attention to details, deadline-oriented, confidentiality, time management

Other Qualifications:

Physical Demands:  The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this position, the employee is regularly required to stand, walk, climb stairs, sit and listen or talk.  The employee is occasionally required to lift and/or move items up to 25 pounds.  The employee is occasionally required to have non-standard workday hours.  The is limited overnight travel.  Individual will also be required to work at a computer terminal for extended lengths of time. 


Work Environment:  The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  This position will have access to a private work space.