Grants Administrative Assistant

REPORTS TO: Grants \& Data Analyst

DEPARTMENT: Finance

EMPLOYMENT STATUS: Part\-Time

HOURS: 15–20 hours per week

SALARY: $22\.55 per hour

YWCA NNJ is on a mission to eliminate racism, empower women, stand up for social justice, help families, and strengthen communities. We are one of the oldest and largest women's organizations in the nation, serving over two million women, girls, and their families.

YWCA NNJ has been at the forefront of the most pressing social movements for 100 years — from voting rights to civil rights, affordable housing to pay equity, violence prevention to health care reform, and supporting military veterans. Today, we combine programming and advocacy to generate institutional change in three key areas: racial justice \& equality, gender equity \& empowerment, and safety \& wellness.

YWCA NNJ is tackling the most challenging and pressing social justice issues facing our constituents:

• Working to end gender\-based sexual harassment and violence.
• Providing affordable and educationally driven childcare and after\-school programs.
• Increasing access for women and LGBTQ\+ and other marginalized communities to fair workplaces, reproductive health care, and safety.

Our vision of a world where all women and girls are free ignites our collective imagination, guides our organizational practice, and is the constant benchmark we strive toward. In service of this vision, we lead strategic initiatives and policy campaigns to fight for the rights of women and girls, while centering people of color.

Position Summary

YWCA Northern New Jersey is seeking a detail‑oriented and organized Part‑Time Grants Administrative Assistant to support the organziation’s grants management functions. Under the direction of the Grant \& Data Analyst, this role provides essential administrative and technical support for grant tracking, reporting preparation, document management, and compliance\-related tasks. This position plays an important role in helping the organization maintain accurate records and meet all grant deadlines and requirements.

Key Responsibilities

• Assist in maintaining comprehensive and organized electronic grant files, documentation, and tracking tools.
• Gather data, compile attachments, and support the preparation of interim and final grant reports.
• Update spreadsheets, databases, and logs to track grant deliverables, deadlines, and reporting cycles.
• Support the creation of Excel\-based reports, summaries, and data tables for internal and external use.
• Review grant\-related documents for completeness and accuracy; follow up on missing items.
• Assist with preparing documentation for audits, compliance reviews, and internal monitoring.
• Draft and format correspondence, templates, and administrative forms related to grants.
• Coordinate scheduling related to grant check\-ins, reporting deadlines, and document requests.
• Organize and upload files using consistent naming conventions and digital filing practices.
• Provide additional administrative assistance to the Grant \& Data Analyst as needed.

Qualifications and Skills

Required

• Associate or Bachelor ‘s Degree in Business orNonprofit Management,
or a Certificate in Nonprofit Management, *or
• 2\-3 years experience working in a grants, analyst, or administrative role in a nonprofit setting.
• Strong administrative, organizational, and time‑management skills.
• Proficiency in Microsoft Office, especially Excel, including basic formulas, data entry, and formatting.
• Proficiency in Adobe Acrobat for creating, editing, and managing PDFs.
• Ability to handle multiple tasks across various grants and meet deadlines.
• Strong attention to detail and accuracy in data and documentation.
• Excellent written and verbal communication skills.
• Ability to maintain confidentiality and handle sensitive information.

Preferred

• Prior experience providing administrative support for grant reporting and recordkeeping.
• Experience working in a nonprofit or grant\-funded environment.
• Familiarity with grants management software or digital tracking systems.

Key Competencies

• Highly organized and detail\-oriented
• Tech\-savvy with strong document management skills
• Reliable, proactive, and deadline\-driven
• Strong collaboration and communication abilities
• Commitment to the mission and values of YWCA Northern New Jersey

Additional Information

The position is located in Hackensack, New Jersey.

YWCA Northern New Jersey is an Equal Opportunity Employer committed to providing an inclusive and welcoming environment for all members of our staff, clients, volunteers, and service partners. Our employment, advancement, and leadership recruitment processes ensure diversity in terms of age, color, disability, ethnicity, gender, gender identity or expression, marital status, origin or ancestry, race, religion, sexual orientation, genetic information, and/or military or veteran status.

Apply Here

Please submit a resume and cover letter explaining your background and interest in the position to Jobs@ywcannj.org. Only qualified applicants considered for the position will be contacted.

Job Type: Part\-time

Pay: $22\.55 per hour

Expected hours: 20 per week

Benefits:

• Employee assistance program
• Employee discount
• Referral program

Application Question(s):

• 2\-3 years experience working in a grants, analyst, or administrative role in a nonprofit setting?

Education:

• Associate (Required)

Ability to Commute:

• Hackensack, NJ 07601 (Required)

Work Location: Hybrid remote in Hackensack, NJ 07601