Organization and Mission A pillar in the Phoenix community for 30 years, Fresh Start’s mission is to provide access and resources that help women achieve self-sufficiency and use their strength to thrive. We envision and work towards establishing a future of unlimited opportunities for women. Fresh Start empowers women to succeed by providing a wide range of comprehensive, wrap-around services. Our work - centered around helping women achieve economic self-sufficiency and personal empowerment - focuses on five key areas of service provision: family stability; health and well-being; financial management; education and training; and careers. Fresh Start has served thousands of women aged 18 and older, supporting them as they transform their lives and, in turn, transform the lives of their children, families, and the broader community. Position Overview The Grant Fulfillment Analyst is a member of the Programs & Services team and is responsible for the tracking, compliance, analysis, and reporting of outcomes across a growing portfolio of grants annually, including numerous complex, multi-year grants. This position plays a critical role in ensuring the organization successfully fulfills grant commitments by connecting funder requirements with program execution, CRM data, performance measurement, and timely reporting. A primary focus of the role is ensuring the organization's CRM serves as a reliable source of truth for grant performance and outcomes. The Grant Fulfillment Analyst works closely with internal teams responsible for delivering services and entering outcome data to ensure effective data practices provide monitoring of progress toward grant goals. The Grant Fulfillment Analyst will help develop and maintain grant-specific dashboards in the HubSpot CRM and conduct timely reviews of grant performance to identify trends, opportunities, and risks while working collaboratively with internal teams to proactively support continuous improvement and ensure successful grant fulfillment. This role serves as a key connection point among cross-functional teams, providing visibility and accountability across the full grant lifecycle. The ideal candidate combines strong analytical and technical skills with exceptional organization and project management, attention to detail, and the ability to manage a high-volume portfolio with multiple overlapping deadlines and reporting requirements.
Key Responsibilities
Grant Portfolio Management and Oversight
- Maintain reporting oversight of a growing portfolio of active grants annually, including multi-year government, foundation, and corporate grants with varying performance periods, deliverables, reporting requirements, and outcome measures.
- Review grant agreements, proposals, scopes of work, reporting requirements, and funder commitments to identify required deliverables, performance measures, timelines, participant requirements, and documentation standards.
- Translate grant requirements into clear internal fulfillment plans, measurable milestones, reporting schedules, and tracking tools.
- Maintain organized grant documentation and supporting records to demonstrate fulfillment and prepare the organization for funder reviews and audits.
- Serve as a central source of information regarding the status of grant fulfillment.
Grant Performance Monitoring, Tracking & Reporting
- Identify grants, deliverables, or outcome measures that are on-track, at-risk, or off-track.
- Assist in building, maintaining, and improving CRM dashboards and reports that provide real-time visibility into grant performance.
- Perform data queries, investigate performance gaps and communicate identified risks and opportunities to appropriate program leaders and organizational leadership.
- Maintain primary oversight and responsibility for accurately tracking and reporting outcomes associated with the organization's grant portfolio.
- Compile quantitative results, program metrics, and supporting documentation required for interim, annual, and final grant reports.
- Create grant-specific reporting views and real-time dashboards that translate CRM data into actionable information for program and grant teams, leadership, and other stakeholders.
- Validate grant definitions and outcomes against CRM source data before submitting information applications, organizational forecasting, and strategic planning.
CRM Data Management & Integrity
- Support the CRM as the organization's central source of truth for grant-related data.
- Partner with internal teams responsible for CRM data entry to ensure grant-related data is entered accurately, consistently, and on time.
- Reinforce accountability for timely data entry so dashboards reflect current program activity at reporting deadlines.
- Translate grant reporting requirements into clear CRM data, including identifying the properties, activities, outcomes, and documentation to demonstrate grant fulfillment.
- Help establish standardized CRM data-entry processes, expectations, definitions, and timelines for teams responsible for delivering grant-funded services.
- Conduct regular data quality audits and work directly with responsible teams to resolve discrepancies and missing information.
- Help ensure CRM architecture and data collection practices evolve as the organization's grant portfolio and reporting requirements grow.
Cross-Functional Grant Accountability
- Collaborate and establish clear communication with program teams to understand grant goals, outcomes, data requirements, and changing program conditions while providing timely updates on active grant performance
- Collaborate with grant and finance teams to ensure compliance and that outcomes, reporting, activity, and expenditures accurately reflect grant funder commitments and goals.
- Understand grant budget allocations and track program and services spending in collaboration with the Grants Accounting team
- Promote collaboration and shared accountability across teams for grant fulfillment.
Process Improvement & Scalability
- Collaborate with the Technology and Automation team as a key point of contact for grant-related data, reporting requirements, data inquiries, discrepancy resolution and identifying opportunities for process improvement based on data insights.
- Develop and continuously improve systems, workflows, dashboards, templates, and standard operating procedures for managing a growing grant portfolio.
- Identify opportunities to automate grant tracking, data validation, reminders, dashboard reporting, and recurring performance reports.
- Recommend innovations that increase efficiency, accountability, data integrity, and readiness for funder reviews and audits.
Preferred Qualifications
- Bachelor's degree in data analytics, business, finance, nonprofit management, or a related field; equivalent relevant experience may be considered
- 3–5+ years of experience in grant management, grant compliance, data analysis, program operations, or a related field
- Demonstrated experience managing or supporting a large portfolio of grants, preferably including complex or multi-year grants
- Strong experience working with CRM/database platforms, business intelligence, and data reporting and visualization. HubSpot, Salesforce, and Power Bi experience a plus
- Experience translating grant or program requirements into data fields, tracking mechanisms, dashboards, and reports
- Advanced proficiency with Excel or Google Sheets and demonstrated comfort analyzing large or complex datasets
Knowledge, Skills & Abilities
- Strong analytical skills with the ability to interpret data, identify trends, recognize performance gaps, and translate findings into actionable information
- Strong CRM and reporting aptitude with the ability to understand how data entry, system structure, and reporting logic affect grant outcomes
- Ability to manage numerous grants and multiple overlapping performance periods, goals, and reporting requirements simultaneously
- Exceptional attention to detail and commitment to data accuracy and integrity.
- Innovative, problem-solving mindset with strong project mgmt. and organizational skills
- Ability to query reports to interpret complex grant requirements and translate them into actionable deliverables and measurable milestones
- Ability to identify risks early and proactively work with teams toward solutions.
- Ability to communicate data and performance information clearly to program staff and organizational leadership
- Strong interpersonal skills with the ability to foster collaboration while maintaining accountability for data quality, deadlines, and deliverables
- Sound judgment and discretion when working with confidential participant, financial, and organizational information
- Ability to thrive in a fast-paced, outcomes-driven environment with evolving priorities and a growing grant portfolio
- Other duties as assigned.
Notice: This job description in no way states or implies that these are the only tasks to be performed by the team member occupying this position. The team members will be required to follow any other instructions and to perform any other job-related duties requested by their manager. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice. If other duties become long term, significantly increase the workload of the team member, or require skills that supersede those listed above, the team member should discuss with their manager. The job description may need to be modified. Fresh Start reserves the right to change this job description at any time. Employment with Fresh Start is at-will. This job description supersedes prior job descriptions. Reasonable accommodation can be provided for a disability that is affected by the above-stated job responsibilities and/or qualifications.