Job Openings at Coastal States Organization


Coastal States Stewardship Foundation Grants Administrator

The Coastal States Organization (CSO) seeks a full-time Grants Administrator to work with the Coastal States Stewardship Foundation (CSSF). CSO is a small, 501(c)4 nonprofit, non-partisan organization founded in 1970 that represents the nation’s 35 coastal States and Territories on legislative, regulatory, and policy matters related to coastal and ocean resources. CSSF is the 501(c)(3) nonprofit “sister organization” to CSO. While legally distinct, CSSF shares a common mission with CSO and will engage in work to advance that mission that requires a tax-exempt status. CSSF serves as the fiscal sponsor for three Regional Ocean Partnerships (ROPs) and the Regional Wildlife Science Collaborative (RWSC) for Offshore Wind. Learn more about CSSF at:

Position: CSSF Grants Administrator
Reports To: CSSF Managing Director
Location: Remote; anywhere in the USA (CSO’s office is in Washington, DC)

Position Overview: The primary role of the CSSF Grants Administrator is to perform tasks related to the grants, contracts, and cooperative agreements that CSSF manages, including record-keeping, budget tracking, invoice payments, and ensuring reporting requirements are met. The Grants Administrator will work closely with the ROPs and RWSC and their independent contractors and vendors to ensure timely generation and payment of invoices and timely submission of grant and contract reports.


Duties and Responsibilities:

  • Generate and submit invoices to funders.
  • Review and process contractor and vendor payment requests, grant and contract amendment requests, and financial reports. These tasks include but are not limited to the analysis of expenditure reporting; reviewing invoicing documentation; tracking budget discrepancies; reviewing scope, schedule, budget, and match amendment requests; and coordinating the review process within CSSF.
  • Coordinate with the CSSF Managing Director and CSSF accountant to prepare detailed monthly financial reports and a budget portfolio for each ROP and the RWSC.
  • Respond to inquiries from the ROPs and RWSC on budgeting and invoicing.
  • Manage a workflow of 50+ contracts and/or grants in a fast-paced environment.
  • Other duties as assigned.

Position Qualifications: The ideal candidate is a self-motivated individual with two to four years of relevant experience working with budgets, invoices, generating and tracking online payments, and grant reporting. The candidate must be familiar with principles and practices of basic accounting and must be able to work effectively on their own and as part of a team – including working remotely with CSSF team members and partners across time zones.

Education and Experience:

  • Bachelor’s degree required in a related field and background in finance, accounting, and/or business administration.
  • At least two years of relevant experience, including experience in grant administration.

Specific Qualifications:

  • Knowledge of basic accounting principles and procedures.
  • Ability to respond quickly and accurately to requests for information.
  • Strong organizational skills to prioritize and perform multiple tasks.
  • Excellent analytical, communication, interpersonal, and follow-through skills.
  • Excellent customer service skills.
  • Proficiency with MS Office Suite.
  • Proficiency with QuickBooks preferred.
  • Familiarity with automated accounts payable software, such as or similar software.
  • Experience with, federal Invoice Processing Platform (IPP), and the federal Automated Standard Application for Payments, or a willingness to learn.

Salary Range and Benefits: $50,000-60,000, based on experience. Benefits package includes 401(k), healthcare, dental care, and long-term disability. This is an at-will position.

HOW TO APPLY: Please submit one-page cover letter and resume with “CSSF Grants Administrator” in the subject line to: The deadline to apply is December 16, 2022. However, applications will be considered on a rolling basis, and the position may be filled sooner. Anticipated start date is January-February 2023.

The Coastal States Organization is an Equal Opportunity Employer. CSO’s commitment to diversity includes the recognition that our mission is best advanced by the contributions of people of diverse backgrounds, beliefs, and cultures. Recruiting and mentoring staff to create an inclusive organization is a priority, and CSO encourages applicants from all cultures, races, colors, religions, sexes, national or regional origins, ages, disability status, sexual orientation, gender identity, military, protected veteran status, or other status protected by law.