ABOUT LUMINATE 

Luminate is a global foundation working to ensure that technology serves our needs and wellbeing. The foundation is focused on supporting a broad movement - advocates, creatives, innovators, survivors of digital harm and many others, with a deep focus on the global majority - to reimagine technology in service of social justice and human rights.  

ROLE PURPOSE 

As Grants Coordinator, you will support the effective delivery of compliant and efficient grant-making across Luminate’s portfolios, with a primary focus on US-based grant-making and US private foundation compliance.

This role supports Luminate’s pivot toward a grant-centred operating model.  You will help ensure that grants are structured, documented, reviewed, and processed in line with relevant regulatory requirements and internal policies, including US and UK rules and internal policies and procedures.

You are a detail-oriented, self-starting grants professional who works closely with programme, Legal, and Finance colleagues to ensure grants are processed accurately and on time.

Primary System Focus

• US Grant Management: supporting compliant, efficient, and consistent grant-making processes aligned with US private foundation standards.

Secondary Systems Focus

• Programme teams: Supporting high-quality grant structuring, documentation, and disbursement.

·       Legal and Finance: Ensuring accurate documentation and process alignment. 

Employment type: Full-time 

Team: Legal 

Location: District of Colombia, USA or London, United Kingdom 

Reports to: Grants Senior Manager 

Works closely with: Programme teams, Legal, Finance, and external vendors.

Salary Range:  The recruiting range for this role represents the entry point into the salary band (not the full range).  Actual salary will be determined based on skills and experience. 

• US: $80,000 to $96,000 

• UK: £52,000 to £64,000 

Benefits: Visit out Careers page for more information. 

KEY ACCOUNTABILITIES & RESPONSIBILITIES 

Individual Responsibilities

You are responsible for:

Grants review and structuring (with US focus)

·       Reviewing opportunity records in Salesforce to ensure required documentation is complete prior to approval.

·       Drafting and issuing grant and project agreements using approved templates.

·       Processing grant and project funding amendments in line with established procedures.

·       Working closely with programme teams by clarifying documentation requirements and next steps.

Compliance and risk management

·       Assessing opportunity records for compliance with applicable regulations, including lobbying, electioneering, self-dealing, and earmarking.

·       Compiling and organising due diligence documentation to ensure grant files are complete and audit ready.

·       Escalating compliance questions or complex structuring issues to the Senior Manager, Grants Management.

·       Supporting the completion of OFAC and sanctions checks on potential grantees.

Disbursement and systems management

·       Initiating disbursement requests in line with approval workflows.

·       Maintaining accurate grant records in Salesforce and document management systems.

·       Running standard reports as requested.

Process support

·       Supporting onboarding and training sessions on grants processes.

·       Maintaining templates and guidance documents as directed.

·       Identifying and flagging process inefficiencies.

·       Maintaining and updating resources and training materials on Legal Intranet page. 

Shared Responsibilities

Together with other colleagues in Operations, Legal and Finance, you contribute to:

·       Consistent application of US-aligned grants management processes.

·       Accurate and reliable grant records.

·       Continuous improvement of workflows.

DAY-TO-DAY RESPONSIBILITIES

·       Review grant documentation for completeness.

·       Prepare agreements via DocuSign.

·       Conduct compliance checks.

·       Track approvals and disbursements.

·       Respond to routine grants management queries.

·       Escalate complex or unusual matters appropriately. 

SKILLS, KNOWLEDGE & EXPERTISE 

Core

·       Developing knowledge of US private foundation grant-making requirements.

·       Experience in grants administration or related operational roles in a non-profit, philanthropic, or legal environment.

·       Strong organisation skills and attention to detail.

·       Self-starting mentality and comfort working in fast-paced, changing environment

·       Comfortable using CRM systems (Salesforce preferred, but not required).

·       Clear written and verbal communication skills.

·       Ability to follow structured processes consistently.

Desirable

·       Exposure to US private foundation compliance frameworks.

·       Experience supporting audit processes.

HOW YOU CREATE CHANGE: LEVERAGE POINTS

Your role strengthens systems through:

·       Delivering accurate grant processing: Ensuring grant records, documentation, and compliance checks are completed accurately.

·       Supporting compliance standards: Applying established US private foundation standards (e.g. FPCE requirements, OFAC compliance) under guidance from Senior Manager, Grants Management.

·       Improving process reliability: Flagging recurring issues or documentation gaps and contributing to improvements in workflows.

MENTAL MODELS WE VALUE 

The following mental models will enable high performance in this role:

·       Compliance as enablement: You understand that strong compliance frameworks do not slow impact.  They protect and enable it.

·       Detail drives trust:  You recognise that precision in documentation, structuring, and review underpins Luminate’s credibility as a US private foundation.

·       Service orientation: You see yourself as an operational partner to programme teams, balancing rigour with responsiveness.

·       Continuous improvement: You regularly look for small, practical ways to make processes clearer, faster, and more reliable, and you take responsibility for suggesting and implementing incremental improvements within your scope of work.

TRAVEL & WORKING CONDITIONS 

• The role is based in the United States (Washington DC) or the United Kingdom (London).  Hybrid working is supported in line with Luminate policy. 

• Occasional domestic and international travel may be required (approximately 1-2 trips per year).