Grants Coordinator

About this role

Persons in these roles are expected to work from our offices in Seattle. On-site requirements vary based on position and team. If you have questions about on-site work arrangements for this role, please ask your recruiter.

Our base salary range is $70,500 - $106,000, and in addition we have generous bonus plans to provide a competitive compensation package.

Who You Are:

You are an organized, detail-oriented administrator who takes genuine satisfaction in keeping complex processes moving. You understand that grants administration is compliance work at its core and you treat every reporting due date and submission requirement with that seriousness.

You're comfortable working inside structured federal award environments and across multiple projects at once. You know how to track moving parts without losing sight of the ones that matter most, and you follow through without needing to be reminded.

You're a quick learner on systems and processes. You pick up new platforms quickly and look for ways to use them more efficiently over time. You're curious about how AI tools can reduce manual work in administrative workflows, and you're willing to experiment.

Most importantly, you understand that this role is part of something larger. Ai2's grants portfolio supports foundational AI research that reaches the world, and the work you do is what keeps that research funded and moving forward.

Who We Are:

Ai2 is a Seattle-based nonprofit AI research institute founded in 2014 by the late Paul Allen. Our mission is to build breakthrough AI to solve the world's biggest problems. We develop foundational AI research and innovation to deliver real-world impact through large-scale open models, data, robotics, conservation, and beyond.

The Grants Administration team manages Ai2's portfolio of federal and private philanthropy awards and is responsible for the compliance, reporting, and operational integrity of every active award. The team is growing, and this role is a foundational hire as we build toward a full department. We think in color-coded spreadsheets, work with a large amount of autonomy, value clarifying questions, and are energized by envisioning and implementing systems. You’ll be joining us at an exciting time of growth with intentional scaling plans to grow with Ai2’s portfolio as well as implement AI-augmented workflows across the grants lifecycle.

Your Next Challenge:

The Grants Coordinator is the operational backbone of the grants administration function at Ai2. You'll work directly with the Director of Grants Administration across the full grants administration lifecycle, managing reporting and compliance tasks on the back end, so the Director can focus on strategy, funder relationships, and compliance oversight. You will support federal award operations from day one under Director oversight and are expected to assume primary operational ownership within six months of onboarding.

This role is a strong fit for someone who wants to build deep expertise in research grants administration at a mission-driven organization, with a clear path toward increased responsibility as the portfolio and team grow.

Award Onboarding Support

• Manage institutional registrations and system accounts required for federal submissions (SAM.gov, Grants.gov, Research.gov, and similar portals)

• Route legal documents through CLM for Legal review

• Maintain the grants calendar, tracking reporting due dates, award end dates, prior approval deadlines, and renewal windows

• Schedule and prepare materials for Grant Award Kickoff meetings

Post-Award Administration

• Track reporting and compliance deadlines across the active award portfolio; draft progress reports for active awards for Director review and submission

• Maintain award files and documentation in the grants management system (GMS); ensure records are complete, current, and audit-ready

• Support subaward administration: collect required documentation, track milestones and invoices, and coordinate with subrecipient contacts

• Collaborate with Finance to monitor award budgets; flag variances and help prepare budget modification requests

• Assist with closeout tasks including final reports, equipment dispositions, and file archiving

Subrecipient and Financial Administration

• Conduct regular monitoring reviews of subrecipient performance reports; collect required documentation and coordinate with subrecipient contacts

• Review subrecipient invoices and coordinate processing with Finance

• Track expenditures across active awards; flag first-pass budget variances for Director review

• Prepare budget modification documentation and route for Director approval

• Facilitate subrecipient closeout; establish and maintain records retention files

Federal Award Operations

• Support day-to-day federal award operations from date of hire under Director oversight, with expectation of assuming primary operational responsibility within six months of onboarding

• Own meeting scheduling, agenda preparation, and action item tracking for internal meetings

• Maintain the Project Execution Plan and governing documents, including document filing, version control, and change control log maintenance in collaboration with the Project Manager

• Support reporting preparation, data compilation, and submission logistics for required reports to NSF and organizational oversight entities

• Maintain document control across workstreams; keep project files organized and audit-ready consistent with NSF award requirements

Systems and Operations

• Serve as GMS power-user and administration lead; support GMS implementation and rollout planned for 2026/2027 and maintain ongoing system administration

• Help document and refine administrative workflows and SOPs as the function matures

• Identify opportunities to use AI tools to reduce manual effort in routine administrative tasks

What You’ll Need:

Minimum Qualifications

• 3–5 years of experience in grants administration,

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