Grant Coordinator

Job Title: Grant Writer & Administrative Assistant

Location: Tulsa, OK

Status: Full-Time

Reports To: Executive Director

About BeHeard Movement:

BeHeard Movement is a nonprofit organization providing mobile drop-in centers to individuals experiencing homelessness. Through services like showers, laundry, clothing, phone charging, case management, and job programming, we aim to restore dignity and break down barriers to housing, employment, and stability.

Position Overview:

The Grant Writer & Administrative Assistant is a role supporting the mission of BeHeard Movement through two core functions:

• Grants & Development (Primary Focus – approx. 70%)
• Administrative Support (Secondary Focus – approx. 20%)
• Outreach Support (Field-Based – approx. 10%)

This individual is responsible for identifying funding opportunities, writing and submitting grant proposals, managing reporting timelines, stewarding donor relationships, and supporting daily office functions. They will also participate in one outreach day each week to stay connected to BeHeard’s mission and impact on the ground.

Key Responsibilities:

I. Grant Writing & Development (Priority Area)

Research & Pipeline Management

• Research local, state, federal, corporate, and foundation funding opportunities
• Maintain a real-time grant calendar with deadlines, application dates, and reporting timelines
• Evaluate grant guidelines and eligibility criteria to ensure mission alignment

Writing & Submission

• Write compelling grant proposals, letters of intent, and supporting documents
• Collaborate with the Executive Director to align proposals with program goals and organizational strategy
• Complete all submissions on time, with strong attention to formatting and guidelines
• Track grant outcomes and deliverables to ensure compliance

Reporting & Stewardship

• Submit timely grant reports, including data and narrative impact
• Work with outreach staff and leadership to collect service statistics and success stories
• Maintain records of awarded grants, reporting requirements, and correspondence

Donor Communication & Stewardship

• Support donor stewardship efforts, including:
• Thank-you emails and letters
• Impact updates and handwritten notes
• Maintain donor contact lists and assist with CRM or donor tracking system
• Coordinate donor check-ins and assist with special campaigns or fundraising events

Goals & Impact Tracking

• Work with the Executive Director to create quarterly grant goals
• Provide weekly updates on grants in progress, submitted, and awarded
• Track and share how funds raised are used and the impact they make

II. Administrative Support (Secondary Area)

• Monitor and respond to general email inboxes and voicemails
• Answer phone calls and relay messages as needed
• Assist with scheduling, calendaring, and meeting prep for leadership
• Organize and maintain digital and physical files (Google Drive, Notion, etc.)
• Ensure donor and financial records are organized and up to date
• Order office supplies and support inventory tracking
• Help maintain a clean and organized office environment
• Support occasional donor mailings or campaign materials

III. Outreach Day Support (1 Day/Week – Typically Thursdays or Saturdays)

• Participate in weekly outreach to remain mission-connected and collect stories
• Help at guest check-in, in the shower or laundry zone, or in a hospitality role
• Build relationships with guests to help better share their impact in grants and reports
• Assist with volunteer coordination and behind-the-scenes logistics as needed

Qualifications:

• Minimum 1–2 years experience in grant writing, fundraising, or nonprofit development
• Strong research, writing, and editing skills (samples may be requested)
• Highly organized, detail-oriented, and deadline-driven
• Excellent communication and interpersonal skills
• Comfortable interacting with donors, staff, and guests from diverse backgrounds
• Proficient in Google Workspace (Docs, Sheets, Drive, Gmail)
• Ability to handle confidential information with integrity
• Familiarity with homelessness, housing services, or trauma-informed care is a plus
• Comfortable working outdoors once per week during outreach shifts
• Mission-aligned and passionate about helping those experiencing homelessness

Job Type: Full-time

Pay: From $20.00 per hour

Benefits:

• Flexible schedule
• Paid time off

Application Question(s):

• This role requires strong attention to deadlines and detail. On a scale of 1–5, how would you rate your organizational skills?
• What is the difference between a good grant writer and a great grant writer?
• If you were working a full 8-hour day today, what specific tasks and responsibilities would your day include?
• What is the very first step you take when preparing to apply for a grant?
• How do you make sure your grant narratives stand out to funders?

Work Location: In person

Salary : $20