Job Openings at Coastal States Organization


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 and Great Lakes States and Territories on legislative, regulatory, and policy matters related to coastal, ocean, and Great Lakes 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. In addition, 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 Overview: The primary role of the CSSF Grants Administrator is to perform tasks related to the grants, contracts, and cooperative agreements that CSSF manages on behalf of each ROP and the RWSC, including record-keeping, preparing financial reports, budget tracking, processing invoices for payment, and ensuring reporting requirements are met. The Grants Administrator will work closely with each ROP and RWSC and their independent contractors, vendors, and sub-awardees on timely generation and payment of invoices, budgeting, and submission of grant and contract reports.

Duties and Responsibilities:

  • Coordinate with each ROP and RWSC to administer, coordinate, and monitor federal, state, and private grants and contracts in accordance with applicable standards, regulations, and guidelines.
  • Coordinate with federal and state agencies and private entities to ensure that grant or contract-funded projects comply with program guidelines for expenditures, reporting, and accountability.
  • Manage a workflow of greater than 60 contracts and subawards in a fast-paced environment.
  • Review and process contractor, vendor, and sub-awardee payment requests and coordinate with each ROP and RWSC on grant and contract amendments, changes in scope of work, and re-budget requests. These tasks include but are not limited to analysis of expenditure reporting; reviewing invoicing documentation; tracking budget discrepancies; reviewing amendment requests for scopes of work, project schedules, budgets, re-budgets; and coordinating the review process internally within CSSF. 
  • Generate and submit invoices and progress reports to funders. 
  • Prepare detailed monthly financial reports and a budget portfolio for each ROP and RWSC. 
  • Respond to inquiries from each ROP and RWSC related to budgeting, invoicing, and reporting in a timely manner. 
  • Other duties as assigned.

Position Qualifications: The ideal candidate is a self-motivated individual with three to five years of relevant experience working with government and private grant and contract budgets, as well as experience with processing invoices, generating and tracking online payments, generating financial reports, and grant reporting. The candidate must be familiar with the principles and practices of basic accounting and must be able to work efficiently and effectively on their own and as part of a team – including working remotely with CSSF team members and CSSF 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 three years of relevant experience, including experience in grant administration preferably in a nonprofit, government, or academic setting.

Specific Qualifications:

  • Knowledge of and experience applying 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 preferred, such as BILL or similar software.
  • Experience with, the federal Invoice Processing Platform (IPP), and the federal Automated Standard Application for Payments preferred, or a willingness to learn.

Salary Range and Benefits: $60,000-$70,000 annually, 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 a one-page cover letter and a resume with “CSSF Grants Administrator” in the subject line to: The deadline to apply is 11:59 PM Eastern on September 15, 2023. However, applications will be considered on a rolling basis, and the position may be filled sooner. Please apply early.

Reports To: CSSF Managing Director

Location: Remote; Hybrid (CSO’s office is in Washington, DC)

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.