Job Title: Grants Manager & Administrative Coordinator

Reports To: Executive Director & Deputy Director

The North Dakota Trade Office (NDTO) is a fast-paced working environment that operates on a global level. Our small team is dedicated to working with North Dakota companies to help them grow their business across borders. We frequently engage with business leaders, dignitaries and government officials from all over the world, and our team works diligently to promote North Dakota internationally. The ideal candidate will have the ability to easily shift between projects and commit to providing a high quality of work.

Primary Function:

The Grants Manager & Administrative Coordinator is responsible for management and administration of NDTO's state and federal grant programs, including grant compliance, reporting, budget tracking, and coordination with participating companies and grant recipients. This position also provides administrative support through invoice processing, expense tracking, and conducting market research and business intelligence projects that help North Dakota companies in growing their business domestically and internationally.

Core Duties and Responsibilities:

Grant Administration

Research, identify, and evaluate state, federal, and private-sector grant opportunities that support NDTO programs, services, and North Dakota exporters.
Prepare and submit grant applications, proposals, supporting documentation, and program budgets.
Administer state and federal grants, ensuring compliance with grant requirements, budgets, and reporting deadlines.
Monitor grant budgets, expenditures, and program performance to ensure activities remain within approved funding parameters.
Manage company application processes, eligibility reviews, approvals, and reimbursement requests associated with state and federal grant programs.
Monitor grant expenditures and perform quarterly reconciliations with accounting records.
Prepare and submit quarterly, annual, and final grant reports in accordance with granting authority requirements.
Conduct quarterly reconciliation of grant expenditures and revenues to ensure consistency between grant reports and accounting records.
Conduct quarterly outreach to grant recipients and sub-grantees to collect performance metrics, export outcomes, and program success stories.
Maintain grant records and support audits, reviews, and compliance activities.
Assist in the development and implementation of policies, procedures, and internal controls related to grant administration.
Provide technical assistance and guidance to participating companies regarding grant requirements, eligible expenses, reimbursement procedures, and reporting obligations.

Membership & CRM Administration

Manage and maintain member, stakeholder, and trade service provider records within NDTO's CRM system.
Process new memberships, membership renewals, and membership status changes.
Track membership trends, expirations, and outstanding invoices and provide regular reports to the NDTO team and leadership.
Support CRM data cleanup, database maintenance, reporting, and migration projects as needed.
Process member reimbursement requests for leadership approval.

Research & Market Intelligence

Conduct market research and prepare reports utilizing NDTO databases, trade resources, government publications, and industry data sources.
Research export opportunities, market trends, trade regulations, and industry developments relevant to North Dakota businesses.
Develop and maintain country profiles, market intelligence resources, and briefing materials.
Collect and analyze program data to support reporting, strategic planning, and organizational initiatives.
Compile export success stories, trade statistics, and program outcomes for use in reports, grant applications, marketing materials, and stakeholder communications.
Support preparation of briefing materials for trade missions, international delegations, government officials, and business meetings.

Administrative & Financial Support

Review expenses, credit card transactions, and supporting documentation for leadership approval.
Collect, scan, organize, and submit accounts payable documentation through electronic approval systems.
Prepare invoices and assist with tracking payments and receivables.
Assist with expense processing for trade missions, events, and organizational programs.
Maintain filing systems and support general office administration.

Perform other duties as assigned

Other Requirements:

Bachelor’s Degree; Or four years equivalent experience. International business experience a plus. Certain degrees will carry more weight than others.
Must reside or be willing to relocate to Fargo, North Dakota. Relocation allowances are not offered for this position.
Computer skills and ability to communicate effectively, both orally and in written form, with both internal and external customers. Communication and computer skills include but are not limited to:

Business reports and presentations.
Research using web-based tools and databases.
Data analysis, interpretation, and explanation.
Proficiency with MS Office (Word, Excel, PowerPoint, Outlook).

Travel up to 5% of the time.
Display cultural and political sensitivity and have good diplomacy skills.
Valid Driver’s License.
Valid US Passport.

Physical Demands/Work Environment:

The physical demands described here are representative of those that must be met by an employee to successfully perform the functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Individuals will need to walk and be able to travel extensively by car and by air. Incumbents must be able to reach above shoulder heights, below the waist or lift as required to file documents or store materials throughout the workday. Proper lifting techniques are necessary. On occasion the position may require lifting, up to 25 pounds, for files, related documents, or equipment. Primary environment consists of ambient room temperatures, lighting, and traditional office equipment. Periodic exposure to variable outdoor temperatures and climates is necessary because of international travel. Incumbent must also be able to sit for prolonged periods of time because of domestic or international air travel.

North Dakota Trade Office

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Grants Manager & Administrative Coordinator