Grants Coordinator

The Alberta Law Foundation leads and supports efforts to build a better justice community in Alberta by investing in organizations and initiatives that strengthen the legal and justice system. Through funding and stewardship, the Foundation supports legal education, law reform, Indigenous legal programs, student legal aid, law libraries, and other initiatives that help Albertans understand, navigate, and benefit from the justice system. Role Description The Grants Coordinator is a key operational role responsible for coordinating ALF's grant administration lifecycle. The role supports the annual grant cycle, maintains FLUXX records, coordinates intake and eligibility review, tracks application documentation, supports due diligence, prepares grant materials, monitors reporting obligations, supports agreements and disbursements, and maintains accurate grant records. This is a hybrid role for a candidate located in Edmonton or Calgary. The position works closely with ALF leadership, Finance, and grantees to ensure grants are administered consistently, documented clearly, and aligned with ALF's policies, timelines, and stewardship standards. Key Accountabilities 1. Grant Intake and FLUXX Administration - Configure and maintain grant opportunities, forms, workflows, status updates, and records in FLUXX. - Support publication and administration of annual grant calls, including intake dates, eligibility criteria, application materials, and applicant communications. - Maintain clean data, naming conventions, templates, dashboards, and reporting fields so that grant files are complete and auditable. 2. Eligibility Screening and Due Diligence Support - Complete initial pre-screening for mandate fit, organizational eligibility, reporting status, stream appropriateness, and alignment with published call criteria. - Review applications for completeness, budget details, financial statements, and prior ALF reporting history. - Document staff review notes, flags, follow-up requests, and applicant communications in FLUXX. - Coordinate outstanding information requests and ensure applicants understand documentation requirements. 3. Evaluation and Board Package Support - Support consistent application scoring and comparative review across Operating and Project streams. - Compile application summaries for Board materials. - Prepare portfolio views by mandate area, region, organization type, grant stream, and funding recommendation. - Ensure Board outcomes are accurately recorded in FLUXX and carried into notification, agreement, and payment processes. 4. Agreements, Disbursements, and Finance Coordination - Generate or coordinate grant agreement materials using approved templates and application data. - Support routing through signature processes, including DocuSign where applicable. - Track agreement execution against target timelines and escalate delays that could affect scheduled payments. - Coordinate with Finance on approved amounts, payment schedules, installment conditions, holdbacks, outstanding reports, and disbursement readiness. - Support review steps for large grants where required. - Maintain records of amendments, reallocation requests, underspent funds, revised budgets, and grant conditions. 5. Reporting, Monitoring, and Grant Stewardship - Track interim, annual, milestone, and final reporting deadlines by stream, grant size, and payment schedule. - Review reports for completeness and route them for staff review, clarification, acceptance, or escalation. - Maintain FLUXX records for reporting compliance, budget variance, milestone progress, outcome data, and file closure. - Prepare regular reporting status summaries, exception lists, and portfolio updates for management. 6. Grantee and Sector Support - Serve as a responsive first point of contact for administrative grant questions, portal navigation, deadline reminders, and documentation requirements. - Support clear, consistent, and respectful communications with applicants and grantees. - Maintain templates, FAQs, guidance notes, and process instructions. - Help grantees understand ALF processes while maintaining fairness, confidentiality, and consistent treatment across applicants. 7. Process Improvement, Records, and Internal Coordination - Maintain audit-grade records that are dated, attributable, and reconstructable. - Support continual improvement of grant workflows, checklists, templates, data quality, and internal tools. - Coordinate grant calendars, internal review queues, deliverables, meeting dates, and cross-functional dependencies. - Assist with portfolio reporting, lessons learned, and annual cycle planning. - Protect confidential information and handle sensitive grantee, financial, and Board materials with discretion. Qualifications and Experience - Relevant experience in grants administration, non-profit administration, program coordination, legal sector administration, public administration, or a related role. - Experience using a grant management system, client relationship management system, database, or structured workflow platform. FLUXX experience is an asset. - Strong administrative coordination skills, including tracking deadlines, maintaining files, following up on details, and moving work through multiple process stages. - Experience reviewing budgets, financial statements, reporting documents, or compliance materials is an asset. - Experience working with a Board, committees, senior leadership, or confidential decision-making materials is an asset. - Post-secondary education in administration, non-profit management, law, social sciences, or a related field is an asset. Equivalent experience will be considered. Knowledge, Skills, and Attributes - Excellent oral and written communication skills. - High attention to detail and commitment to accurate records. - Sound judgment, discretion, and respect for confidentiality. - Ability to coordinate multiple deadlines in a cyclical, time-sensitive environment. - Comfort working with financial information and structured review criteria. - Strong technology skills, including Microsoft, data entry, and workflow systems. Working Conditions - Full-time, hybrid role with regular business hours and occasional peak periods connected to grant intake, Board deadlines, agreement execution, disbursement dates, and reporting windows. - Regular business hours, with occasional flexibility required to support Board meetings, grant cycles, and key organizational deadlines. - Candidates may be in either Edmonton or Calgary and must be available for in-person meetings or activities as required. - Peak workload periods are expected during the September intake window, October review period, November Board cycle, and major reporting deadlines. - The role requires precise data entry, deadline management, frequent written communication, and careful handling of confidential financial and governance information. Success Measures - Learn ALF's grant streams, annual cycle, core policies, and FLUXX workflow. - Maintain an accurate grant calendar and reporting tracker. - Support a clean intake and review process for the annual cycle. - Produce complete, consistent grant files and Board support materials. - Strengthen follow-up, recordkeeping, and reporting status visibility across the portfolio. Recruitment Note ALF is committed to fair, respectful, and accessible recruitment. Applicants who require accommodation in the recruitment process may contact ALF using the application contact information provided in the posting.