Grants and Finance Coordinator
The Grants and Finance Coordinator is responsible for developing, coordinating, and administering grant funding strategies and applications while supporting strategic projects that advance organizational goals. This role combines financial oversight, project management, and stakeholder engagement to secure funding and ensure compliance with grant requirements.
Key responsibilities include researching grant programs, preparing proposals, managing application processes, and maintaining accurate financial and project records. The Grants and Finance Coordinator will collaborate with division managers and external partners to align funding strategies with organization and community objectives and promote financial sustainability.
- The incumbent has no supervisory responsibilities.
- The incumbent reports to the Treasurer.
- Track and report on all incoming grant funds and other revenue streams.
- Ensure accurate recording of funding allocations in compliance with agreements.
- Monitor cash flow related to grant disbursements and reimbursements.
- Maintain accurate records of assets purchased through grant funding.
- Ensure compliance with asset management policies and funding conditions.
- Assist in preparing reports on capital assets for internal and external stakeholders.
- Monitor project and departmental expenditures against approved budgets.
- Prepare variance analyses and recommend corrective actions as needed.
- Ensure all spending aligns with grant agreements and organizational policies.
- Support preparation of financial statements and audit documentation related to grants.
Grant Strategy & Administration
- Research and identify funding opportunities from government agencies, foundations, and other sources.
- Develop comprehensive grant funding plans aligned with organizational priorities.
- Prepare, review, and submit accurate and compelling grant proposals, supporting documentation, financial models and costing calculations for grant applications.
- Maintain a calendar of grant deadlines, compliance requirements, and reporting schedules.
- Liaise with funding agencies and internal stakeholders to ensure timely submissions and adherence to guidelines.
- Monitor approved grants for compliance and manage reporting to recover eligible expenditures.
- Lead or support strategic projects, including planning, scheduling, and status reporting.
- Collaborate with internal teams and external partners to achieve project objectives.
- Maintain project documentation, including meeting minutes, action items, and progress reports.
- May be tasked with managing smaller-scale grant proposals.
- Perform other duties as assigned to support grant strategy and administration objectives.
Financial Oversight
- Prepare financial models, costing calculations, and forecasts for grant applications.
- Coordinate financial reporting and ensure compliance with funding agreements.
- Support budget preparation, variance analysis, and year-end audit processes.
- Perform other duties as assigned to support financial oversight and related objectives.
Operational Responsibilities
- Assist in preparing annual departmental budgets and contribute to long-term financial and capital planning.
- Compile and present regular financial and grant-related reports to management, Council, and relevant committees.
- Maintain accurate and up-to-date records of grant applications, funding agreements, and financial documentation.
- Monitor compliance with grant conditions and ensure timely submission of required financial and performance reports.
- Support financial forecasting, variance analysis, and reporting for projects funded through external grants.
- Coordinate with internal teams to gather data for grant proposals and financial reporting.
- Track and manage deadlines for grant applications, renewals, and reporting requirements.
- Provide financial planning and asset management support to ensure optimal resource allocation and sustainability.
- Prepare and deliver back-end reporting for financial activities, grants, and operational performance.
- Perform other duties as assigned to support operational and strategic objectives.
Stakeholder Engagement & Knowledge Sharing
- Build and maintain relationships with funding bodies, ministries, and community partners.
- Provide training and presentations on grant opportunities and processes.
- Contribute to continuous improvement of grant administration practices and knowledge base.
- Perform other duties as assigned to support stakeholder engagement and knowledge-sharing objectives.
- Standard hours: 40-hour workweek during regular business hours.
- Occasional work out of town is required while attending courses, meetings, or seminars.
- This position requires the incumbent to attend meetings beyond the normal business hours and/or overtime as required by the CAO or in the case of an emergency situation.
- This position can involve a high level of stress due to the commitment necessary to provide the required level of performance.
- Overtime may be necessary to ensure timely completion of deliverables.
- Prepare reports and attend Council meetings as required; such time will be compensated through flextime.
- Regular travel within Town limits to liaise with other departments
Required:
- Post-secondary degree or diploma in Business Administration, Finance, Public Administration, or related discipline.
- Minimum 3–5 years of experience in grant administration, financial reporting, and/or project management.
- Strong knowledge of government funding programs and compliance requirements.
- PMI / PMP certification or equivalent project management experience
- Strong skills in research, communication, financial planning, project management, working with government funding programs and inter-agency collaboration.
- Ability to manage multiple priorities under tight deadlines.
Asset
- Proficiency in MS Office Suite and experience with financial systems.
Knowledge, Ability & Skill
- Understands and effectively carries out oral and written instructions
- Able to organize and complete work assignments under minimal supervision
- Demonstrates the ability to work both independently and in a team setting
- Demonstrates willingness to learn, and the ability to adapt and take initiative
- Satisfactory Criminal Background Check.
- Must hold a valid Ontario Class G license.
Current Postings For This Job
Grants and Finance Coordinator
Deadline: Open Until Filled | Start Date: As Soon As Possible
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To apply for jobs with the Town of Fort Frances, please:
- Complete our Online Application Form; or
- Send an email to jobs@fortfrances.ca with your completed Downloadable Application Form (PDF), cover letter, and resume attached in a single PDF document with your name on it.
To apply for jobs at the Fort Frances Public Library Technology Centre, please:
- Visit their website at: www.ffpltc.ca for application instructions.
We will only contact applicants who are selected for an interview. Late, incomplete, or improperly submitted applications will not be accepted.
Accommodations
The Town of Fort Frances is committed to providing accommodation for persons with disabilities during the recruitment and selection process, as well as for our staff. This service is available upon request by contacting Human Resources at jobs@fortfrances.ca or (807) 274-5323 ext. 1220.
Human Resources will work with any applicants who request accommodations to ensure that arrangements are in place to ensure their needs are met.
We ensure that all new hires are advised of our policies for accommodating employees with disabilities, and we are more than happy to provide accommodations to our new staff.
Disclosure
Use of AI
The Town of Fort Frances may use AI‑assisted tools to support administrative parts of the hiring process, such as organizing applications or identifying job‑related qualifications.
These tools do not make decisions about candidate screening or selection. All hiring decisions are made solely by Town Human Resources and authorized Administration staff.
Collection of Personal Information
Personal information is managed in accordance with the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA).
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