Project Assistant

We are looking for a detail-oriented Project Assistant to support philanthropic and grant-related operations for a non-profit organization in Kalamazoo, Michigan. This Contract position will help coordinate project activities, maintain accurate records, and support the timely movement of funds and documentation. The ideal candidate is organized, dependable, and comfortable handling administrative tasks tied to grants, gift processing, and project tracking. 30 hours/week. 6-12 week assignment (contract), 100% onsite in Kalamazoo, MI.

Responsibilities:

• Coordinate project schedules and monitor key deadlines to help keep grant and philanthropic activities on track.

• Review, organize, and scan documents to maintain complete and accessible records for project and funding files.

• Track incoming grants and related documentation, ensuring information is recorded accurately and updated promptly.

• Assist with gift processing activities by verifying details and supporting accurate handling of donor-related transactions.

• Help monitor funds received and support the preparation of disbursements so payments are directed appropriately.

• Maintain spreadsheets, logs, and other tracking tools to support day-to-day project oversight and reporting.

• Communicate with internal stakeholders to gather information, resolve discrepancies, and support smooth project coordination.

• At least 1 year of experience in an administrative, project support, or grant-related role.
• Ability to manage timelines and balance multiple tasks in a deadline-driven environment.
• Experience with document scanning, file organization, and record maintenance.
• Familiarity with foundation grants, grant tracking, or grant management processes.
• Strong attention to detail, especially when working with financial or donor-related information.
• Proficiency with basic office software and spreadsheet-based tracking tools.
• Clear written and verbal communication skills and a detail-oriented, dependable work style.