Development and Administrative Coordinator

A.M. Crawford is currently hiring for a Development and Administrative Coordinator supporting our Workforce Development Fundraising team.

Status: Full-Time, Non-Exempt

Schedule: Monday–Friday, 8:30 AM – 5:00 PM (three or more days per week in the office with up to two remote days as approved); on occasion, additional in-office or remote workdays may be required based on project or organizational needs.

Salary: $26.38 per hour in accordance with AMC’s Pay Equity Policy, salary is non-negotiable

Reports To: Lead ConsultantLocation: Gainesville, FL (hybrid with four days per week in office)

About the Role

Development and Administrative Coordinators (DACs) at A.M. Crawford, Inc. (AMC) fulfill a hybrid role that supports administrative operations, client-facing fundraising work, and organizational knowledge management. The DAC works closely with AMC staff to provide administrative assistance, manage projects, support client engagement, and oversee office and information systems that enable the firm to operate efficiently and consistently.

Specifically, DACs provide administrative support to the leadership team and consultants in the design, development, and submission of high quality grant proposals on behalf of AMC’s Workforce Development clients, primarily union skilled trades apprenticeship training programs. DACs also support in helping build and manage a pipeline of funder solicitations and request for proposal opportunities from relevant philanthropic, corporate social responsibility, state actor, and federal agency funders, ensuring that team deadlines are met, tasking is clear, coordination and communication is consistent, and submissions are complete. DACs assist in the review and select writing of various written outputs, including client reports, proposal submissions, and grant management deliverables, as well as coordinating various office support services including emails, appointments, and deadline calendars. The DAC will also work collaboratively with the AMC team to schedule activities, assist with research, manage databases, and complete other related proposal development and client management work as needed.

In addition to core administrative and fundraising support responsibilities, the DAC plays an important role in capturing, organizing, and maintaining institutional knowledge, including documentation, transcripts, research materials, and internal resources. The DAC is expected to be curious about and comfortable experimenting with AI and digital productivity tools, and to contribute ideas for improving workflows, documentation, and internal learning systems.

The DAC is evaluated based on:

• How effectively they carry out assigned responsibilities

• Overall client and employee satisfaction (as measured by formal and informal feedback)

• Progress toward performance goals outlined in annual goal-setting worksheets

Prior professional experience in a non-profit fundraising or federal grants and contracts business development role is preferred but not required. Familiarity with the proposal lifecycle (i.e., from opportunity identification through to post-submission management), non-profit fundraising databases (e.g., Candid, Instrumentl, etc.), and federal awards management processes (including from USAID, the Department of Labor, and other agencies) is highly preferred.

Experience in the skilled trades isn’t required, but because this role focuses on workforce development, candidates should be interested in learning about apprenticeship and union training programs.

We are most interested in candidates with strong organizational skills, attention to detail, and the ability to learn grant writing systems and requirements quickly.

Core Responsibilities

Administrative and Operational Support

• Manage and maintain deadline calendars and schedule deadline-associated tasks for client deliverables and internal workflows.

• Coordinate meetings for clients and internal teams, including preparing materials, collecting information, taking notes or minutes as needed, and tracking follow-up actions.

• Perform general office and administrative duties, including communicating in a clear and professional manner, organizing and responding to information requests, and ordering office supplies.

• Manage timely email and instant messaging correspondence; organize, prioritize, and respond to incoming communications to support efficient operations.

• Maintain efficient, well-organized filing systems (e.g., paper and electronic), ensuring records are accurate, accessible, and up to date across platforms such as Google Drive.

• Track all hours and projects accurately in Asana and Harvest in accordance with company policies.

• Communicate professionally and effectively with the CEO, COO, staff, consultants, and clients as needed.

• Maintain confidentiality of all client and company information at all times.

Fundraising and Client Support

• Assist in the preparation of grant proposals, ensuring accuracy, completeness, and adherence to funder guidelines.

• Track and maintain records of all grant applications, including deadlines, requirements, submissions, reporting obligations, and outcomes.

• Proofread, format, and prepare professional documents and proposals using Microsoft Office, Google Workspace, and other relevant software platforms.

• Collaborate with AMC staff to research and identify potential funding opportunities, including foundation grants and other institutional sources.

• Research and maintain information from foundation and grant databases to support client fundraising strategies and proposal development.

Knowledge Management and AI-Enabled Support

• Support AMC’s organizational knowledge management efforts by ensuring key information, processes, and institutional knowledge are documented, organized, and accessible.

• Organize, label, and maintain internal knowledge assets, including:

• Meeting recordings and transcripts (including Gemini-generated transcripts)

• Research libraries, reference materials, and internal documentation

• Knowledge repositories and workspaces housed in tools such as NotebookLM

• Set up, maintain, and refine internal AI tools and workspaces, including custom GPTs and other AI-enabled knowledge systems used by the team.

• Experiment with AI and automation tools (e.g., ChatGPT, Gemini, NotebookLM, and similar platforms) to improve administrative workflows, documentation, research, and internal efficiency.

• Proactively bring ideas for how AI and digital tools can support fundraising activities, operations, and internal learning, and assist with testing and implementing approved improvements.

Additional Duties

• Provide clerical, project coordination, and administrative support as needed.

• Perform other duties as determined by the supervisor.

What You Bring

Fundraising SupportYou understand foundational grants development concepts, including those associated with grant writing, donor relations, and institutional fundraising, and can provide reliable administrative and coordination support for fundraising efforts. You believe in the power of union apprenticeship and training programs to build a skilled workforce with equitable, family-sustaining wages, and you’re eager to help these programs grow.

Administrative SkillsYou demonstrate strong organizational and administrative skills, including the ability to manage multiple tasks, prioritize work, and meet deadlines. You are adept at creating and maintaining files, records, and systems that support efficient operations.

CommunicationYou possess clear, professional written and verbal communication skills and strong interpersonal abilities. You communicate effectively with clients, colleagues, and leadership and contribute to positive working relationships.

Project ManagementYou are able to plan, execute, and monitor tasks and projects to successful completion, ensuring deadlines and requirements are met. You work collaboratively with colleagues to keep projects on track.

ResearchYou have strong research skills and can gather, organize, and synthesize information from a variety of sources to support administrative and client-facing work.

Software and Digital FluencyYou are proficient with AMC’s and clients’ software platforms (including Microsoft Office Suite, Google Workspace, ChatGPT, Gemini, and similar tools) and are able to learn new systems (e.g., NotebookLM, Asana, Harvest, Candid, Salesforce, Instrumentl) quickly. You demonstrate curiosity about and adaptability to AI and digital productivity tools.

Work Environment

This role is based in our Gainesville, FL office and collaborates with colleagues and clients across multiple U.S. time zones. The position may involve limited travel and occasional evening or weekend work. Professionalism, discretion, and adaptability are essential.

Why Join AMC

At AMC, our mission is non-profit success. We make this our mission because we believe that non-profits change the world for the better. AMC is the behind-the-scenes team that helps non-profits do transformative work, and we hold ourselves to high standards. Our culture is rooted in our values - what we call our 5 GIVES: Growth; Integrity and Respect; Value Awareness; Excellence; and Spirited, Collective Effort. We’re a team of thinkers, creators, and builders who take pride in elevating the people, non-profits and missions we serve.

If you’re a driven professional who is inspired by the work of non-profits and values autonomy, creativity, and meaningful impact, we invite you to bring your expertise to AMC.

To Apply

Please submit your résumé for consideration; you may also submit an optional brief cover letter describing your relevant experience and why you’re excited to join AMC’s mission-driven team.