Title: Grants Coordinator
Reports to: Director, Grants & Events
Location: Charlottesville, VA 
Schedule: Monday – Friday, 9am – 5pm
Status: Part Time – Non-exempt (up to 20 hours per week)
Compensation: Pay rate:  $30/hr
Benefits: Hybrid In-Person and Remote, Flexible Schedule

Position Summary

The Grants Coordinator is an essential member of the Grants & Events team.  This person is responsible for providing overall coordination of Mind & Life’s grants programs, which fund external research and action-based projects related to our mission-driven work in contemplative sciences. 

As Grants Coordinator, you will coordinate processes for:

Grant applications:

  • Coordinate and oversee schedule and tasks for all grant cycles including RFP revisions, web updates, promotion of grants in collaboration with communications, applications, reviews, awardee decision, and award payments
  • Develop, implement, and maintain online platforms (SMApply) to manage grant programs—including grant applications, reviews, reports, and ongoing management
  • Respond to general inquiries about grants programs

Grant Review:

  • Support Grants contractor in managing grant review cycles: research and recommend new reviewers, revise and update reviewer guidelines, schedule review meetings, manage recordings and transcripts of the meetings
  • Serve as primary contact with SurveyMonkey; develop and maintain smooth and successful operation of Apply platform for online grants management

Post-award grant management:

  • Maintain and update SalesForce profiles, MLI website, and internal databases of all grantees and grants programs
  • Track and update grants impact information, via data collection and communications with grantees
  • Works in collaboration with Advancement/Communications staff to identify potential impact stories
  • Oversee and approve Grants reporting and maintain ongoing communication and support of grantees
  • Implement any needed changes or updates to process & materials for continuous improvement and efficiencies
  • Support communications to funders to update them on progress in each cycle

This role also maintains positive working relationships and participates in promoting positive culture with the Mind & Life team and broader Mind & Life community.


  • High level of organizational and time management skills, with the ability to handle multiple projects simultaneously with a keen attention to detail
  • Strong oral and written communication skills
  • Ability to work effectively both independently and as a collaborative team member
  • Reliable Internet connection if working remotely
  • Excellent problem solving and analytical skills
  • Capability to quickly master new software applications and technologies in database management
  • Ability to think critically and to productively question the status quo (e.g. identifying existing processes that need to be revisited)
  • Strong integrity and ethical judgment
  • Global cultural orientation including familiarity and sensitivity in working with individuals from different cultures and racial and ethnic backgrounds
  • Strong commitment to organizational mission of the Mind & Life Institute
  • Experience required with database management software (Salesforce, SMApply) and video conferencing platforms (Zoom), and Advanced proficiency with MS Office Suite and Google Drive.
  • Preferred: Some familiarity with academic culture and ability to work and communicate with people in academia (students, trainees, faculty) in various disciplines as well as administrators

Level of Education and Professional Licenses / Experience Required

  • Bachelor’s Degree required
  • Preference for a degree in a field relevant to the Mind & Life Mission, and/or personal interest that aligns with it
  • At least three years of previous on-the job experience at an administrative or research position
  • At least one year of experience with grants administration

Additional Information

  • Mind & Life operates in a hybrid in-person and remote work environment.
    • Three days in-office, two days remote
    • Office based in Charlottesville, VA
    • Multi-state team; most staff based in Charlottesville but few staff work remotely from out-of-state locations
  • Occasional domestic or international travel may be asked of the incumbent but not required
  • Fast-paced office environment
  • Prolonged periods of sitting or standing at a desk and working on a computer
  • Must be able to lift up to 20 pounds at times
  • To work from home, a strong internet connection and cell service is required
  • All offers of employment are contingent upon clear results of a thorough background check.
  • Candidates must have an automobile and a valid driver’s license.

Mind & Life is an equal opportunity employer and is committed to equity, diversity, and inclusion, and following best practices to support a thriving organization with a diversity of perspectives. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

Please submit your cover letter and resume to jobs@mindandlife.org using the subject line “Grants Coordinator.”

(Updated May 28, 2024)

About Mind & Life

At the Mind & Life Institute, we bring science and contemplative wisdom together to better understand the mind and create positive change in the world. Building on Mind & Life’s 35-year legacy and co-founder the Dalai Lama, we seek to foster insights and inspire action on how our inner lives contribute to individual, societal, and planetary flourishing. We’re committed to addressing mounting global challenges through our convenings, grantmaking, digital resources, and strategic partnerships. 

With our organizational values of compassion, integrity, excellence, inclusion, and curiosity, we are committed to attracting and retaining a diverse staff. As such, we will honor your experiences, perspectives, and unique identity. Together, we strive to create and maintain a working environment that is inclusive, equitable and welcoming. Please see Our Commitment to Racial Equity and Inclusion on our website.