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Grants Coordinator
2 weeks ago
The Azrieli Foundation is one of Canada’s largest philanthropic foundations, supporting initiatives in education, science & healthcare, research and the arts. Through strategic grants and partnerships, we strive to foster innovation, empowerment and drive positive change within these critical sectors in Canada and Israel.
**Position Overview**
The Grants Coordinator plays a critical role in supporting the Foundation’s granting operations and ensuring the smooth, accurate, and timely delivery of our philanthropic commitments. Working at the intersection of administration, coordination, and relationship management, this position supports the full lifecycle of the grants process from proposal intake and review coordination through to payment processing, monitoring, and reporting.
This role is ideal for a highly organized and detail-oriented professional who takes pride in operational excellence, enjoys working collaboratively across teams, and is motivated by the Foundation’s mission to create lasting, meaningful impact in education, science, healthcare, research, and the arts. The Grants Coordinator ensures that granting processes run efficiently, and grantees receive an exceptional experience throughout their engagement with the Foundation. It requires someone with a great attention to detail with independent work as well as being comfortable engaging external stakeholders.
**Key Responsibilities**
**Grants Management & Coordination**
- Maintain accurate, complete, and up-to-date records in the Foundation’s grants management system (Fluxx) and related tracking tools
- Monitor compliance with grant terms and deliverables, ensuring acknowledgment letters, progress reports, and final reports are received and reviewed on schedule
- Coordinate and document internal review processes, including scheduling meetings, preparing materials, recording decisions, and tracking follow-up actions
- Contribute to the preparation and completion of internal summaries, funding recommendations, and other materials for leadership and Board review
- Work collaboratively with Grants Managers and program staff to ensure granting schedules, processes, and communications are aligned and executed effectively
- Support the scheduling and logistics of calls for proposals, review meetings, advisory committees, and related granting activities
**Communications & Stakeholder Engagement**
- Draft and coordinate grantee and partner communications, ensuring timely, accurate, and professional correspondence
- Serve as a point of contact for grant-related inquiries, providing clear, responsive, and service-oriented communication
- Liaise with internal departments and external stakeholders to support smooth information flow and consistent messaging
- Collaborate with the Communications team to support the development and delivery of granting-related announcements, publications, and promotional materials
- Support event logistics for granting programs, advisory council meetings, and public announcements, as required
**Reporting & Monitoring**
- Collect and organize grantee and program data to support analysis, evaluation, and reporting
- Prepare summary reports, status updates, and presentations for internal use, management review, and Board meetings
- Gather feedback from internal and external stakeholders to identify opportunities for process improvements and enhanced grantee experience
**Administrative Support**
- Provide administrative and logístical support to the Grants team, including scheduling, preparing agendas, taking minutes, and tracking action items
- Coordinate logistics for meetings, events, calls, and travel arrangements
- Manage invoices, expense reports, and payment requests, ensuring appropriate documentation and timely processing
- Maintain updated contact lists, planning calendars, and key documentation repositories
- Support other special projects, cross-team initiatives, and Foundation activities as assigned
**Mandatory Qualifications**
- Post-secondary degree or diploma required.
- Three (3)+ years of experience in program, project, or administrative coordination role, ideally within a foundation, nonprofit, academic, or public-sector environment
- Strong organizational skills with proven ability to manage multiple priorities, track details accurately, and meet deadlines in a fast-paced environment
- Excellent written and verbal communication skills, with the ability to prepare clear, professional correspondence, reports, and documentation
- Strong interpersonal and relationship management skills, with a collaborative and service-oriented approach to working with colleagues, grantees, and partners
- Demonstrated initiative, sound judgment, and discretion in managing information and solving problems
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and familiarity with cloud-based collaboration tools (Teams, SharePoint, Google Workspace)
- High attention to detail and accuracy in handling sen
