Grants Administrator

Overview
The Hudson Valley Farm Hub (HVFH) is a non-profit center for resilient agriculture located in Ulster County, New York. Founded in 2013, HVFH is dedicated to fostering an equitable and ecologically resilient food system in the Hudson Valley. We provide professional farmer training, host and conduct research, cultivate language justice, and support food access efforts in the region through food donations and innovative mission-aligned programming. We grow grains, cover crops, and vegetables with production taking place year-round across 1600 acres of farmland and a suite of greenhouses. A diverse, multi-lingual staff serve in varied roles in areas of administration, farm operations, and programs.

The ideal candidate will bring administrative management skills and a collaborative, service-oriented approach to supporting grantmaking that is trust-based and responsive to community needs. They are a thoughtful communicator, skilled organizer, and trusted partner who enjoys creating structure while fostering meaningful relationships with grantee partners and applicants. They will also have experience managing detailed processes, maintaining accurate records, coordinating multiple priorities, and working with databases or grants management systems.

Position Summary

The Grants Administrator ensures the smooth and effective administration of the Farm Hub's grantmaking program, enabling staff and grantee partners to focus on advancing a resilient regional food system. Core responsibilities include coordinating grant processes, managing grants data and records, serving as a primary point of contact for applicants and grantees, scheduling and documenting grantee interactions, and supporting the team in meeting grantmaking goals, timelines, and budget parameters. The Grants Administrator helps maintain strong operational systems and contributes to an accessible, responsive, and effective grantmaking experience for applicants and grantees.

This position reports to the Director of Research, Education, and Grantmaking.

Responsibilities

Responsibilities

Grants Administration

• Administer the grant lifecycle, including proposal invitations, setting up grantee records and grant applications, and tracking grant progress and upcoming renewals, ensuring compliance with internal processes and donor-advised fund requirements
• Serve as the primary administrative contact for applicants and grantees, providing guidance throughout the grant process
• Liaise with our donor advised fund to track status of pending and active grants
• Communicate with applicants and grantees regarding timelines, documentation, reporting requirements, and grant payments
• Keep the grants management systems up to date, ensuring accuracy, completeness, integrity, and consistency of grant records and organizational information
• Generate reports, summaries, and internal materials to support decision-making, planning, evaluation, and communication
• Contribute to continuous process improvement by identifying workflow enhancements, system refinements, and opportunities to streamline reporting and grants administration
• Maintain organized digital files, templates, procedures, and documentation to support continuity and strong operational practice
• Prepare agendas, track action items, and support workflow management to help the grantmaking team meet quarterly review and funding deadlines

Relationship Management

• Serve as a thoughtful point of contact for applicants and grantees throughout the grantmaking process, providing clear, responsive, and respectful communication
• Help advance accessible, inclusive, and equitable grantmaking practices that reduce unnecessary administrative burden for applicants and grantee partners
• Schedule and attend grantee partner site visits and meetings, as needed
• Participate in grantmaking and grantee meetings, sharing relevant observations, trends, challenges, and opportunities
• Take detailed notes during grantee conversations and internal meetings ensuring that relevant information is captured to support future decision-making and reporting

Other

• Stay informed about developments, opportunities, and best practices in philanthropy, food systems, agriculture, and regional grantmaking
• Co-responsible for fostering and contributing to a safe, supportive, communicative, compassionate, and productive workplace culture with their colleagues
• Provide backup reception coverage
• Provide backup support for events
• Other duties as assigned

Required Experience and Qualifications

• Interest in and commitment to the Farm Hub’s mission to foster a resilient regional food system that supports farmers, neighbors, and nature
• At least 2 years of relevant administrative experience in a grantmaking organization, philanthropic institution, or intermediary
• Excellent project management, organizational, and time-management skills, with the ability to manage and track detailed admistrative processes, multiple priorities, deadlines, and stakeholders with care and precision
• High attention to detail, particularly in maintaining accurate records, taking comprehensive notes during meetings, and managing program-related data
• Excellent written and verbal communication skills, including the ability to prepare clear correspondence
• Sound judgment, discretion, and the ability to handle confidential or sensitive information appropriately
• Understanding of the full grant lifecycle, including proposal review, due diligence, award administration, payment processing, reporting, and closeout
• Familiarity with grantmaking operations, data management, compliance, and documentation requirements
• Demonstrated commitment to equitable, trust-based, and community-informed approaches to grantmaking
• Proficiency with Microsoft Office (e.g., Excel, Word, Outlook, and PowerPoint) and comfort learning new systems and tools
• Experience working with grants management databases and/or constituent relationship management (CRM) systems
• Ability and willingness to travel within the Hudson Valley for site visits, meetings, and convenings, as needed
• Demonstrated ability to contribute to a work environment of mutual respect, team building, and collaboration
• Ability to develop positive working relationships with people across different backgrounds
• Verbal and written proficiency in English

Preferred Qualifications

• 4-5 years of relevant administrative experience in a grantmaking organization, philanthropic institution, or intermediary
• Verbal and/or written proficiency in Spanish
• Familiarity with working with donor advised funds
• Familiartity with trust-based philanthropy approaches

Pay: $71,500.00 - $85,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off

Experience:

• Administrative: 2 years (Required)

Ability to Commute:

• Hurley, NY 12443 (Required)

Work Location: In person

Salary : $71,500 - $85,000