AI for Nonprofit Teams: Roles, Responsibilities & Practical Use Cases
Grant funding involves identifying grant opportunities, managing a calendar of deadlines, overseeing or writing grant proposals and budgets, managing relationships with foundations and corporate funders, and tracking compliance and deliverables.
Click on any key task to learn more about what it involves and how AI can help.
Develop and Oversee the Organization's Grant Strategy
The Director of Development leads the creation of a comprehensive grant strategy that aligns foundation and institutional funding opportunities with organizational priorities. This includes setting goals for new and renewal grants, identifying funding gaps that grants should support, and ensuring grant pursuits match mission-driven needs. The Director monitors the grant landscape, anticipates trends, and strategically aligns applications to secure stable and diversified institutional support.
Identify and Research Prospective Grant Funders
A core task is continuously researching and assessing potential foundation, corporate, and government funders whose priorities align with the organization's programs and mission. The Director evaluates prospects for fit, funding history, eligibility criteria, and likelihood of success. They maintain a robust pipeline of qualified opportunities and ensure that the organization is proactively pursuing funders with strong alignment and long-term partnership potential.
Lead the Grant Application and Proposal Development Process
The Director oversees the full lifecycle of proposal creation—from gathering information and drafting compelling narratives to assembling budgets, attachments, and supporting documentation. They ensure that applications are strategically positioned, mission aligned, and tailored to funder priorities. This includes managing timelines, coordinating with program and finance staff to ensure accuracy, and submitting high-quality proposals well before deadlines.
Ensure Cross-Department Coordination for Grant Content and Data
Grant proposals often require detailed program data, outcomes, budgets, and organizational documents. The Director facilitates the internal coordination needed to gather this information efficiently and accurately. They collaborate with program staff for impact metrics, finances for budget development, and leadership for strategic context. Their role is to ensure all grant content represents the most accurate, up-to-date information and reflects a unified organizational voice.
Manage Grant Reporting and Compliance Requirements
Once funding is secured, the Director ensures all grant reporting obligations are met on time and with high-quality, accurate information. This includes narrative reports, financial reports, impact data, and any funder-specific requirements. They oversee internal workflows to collect necessary information and maintain tracking systems to avoid missed deadlines. By ensuring compliance, the Director preserves strong funder relationships and protects the organization's credibility.
Steward Relationships With Foundation and Institutional Funders
Beyond submitting proposals, the Director cultivates and maintains strong relationships with foundation staff, reviewers, and institutional giving officers. This includes regular communication, sharing updates on organizational progress, and discussing future priorities or opportunities. Stewardship involves ensuring that funders are informed, valued, and connected to the mission, increasing the likelihood of renewals and long-term investment.
Track Grant Performance, Pipeline Progress, and Funding Outcomes
The Director monitors and evaluates data related to grant submissions, success rates, revenue projections, and reporting compliance. They use this information to forecast upcoming income, refine grant strategies, and identify areas for improvement in proposal quality or funder alignment. Regular analysis of grant metrics helps ensure that the organization maintains a healthy balance of new opportunities and renewal funding.
Maintain Grant Records and Documentation Systems
Accurate record-keeping is essential for efficient grant management. The Director maintains organized systems for storing proposals, reports, correspondence, deadlines, and funder histories. This includes updating the CRM or grant management system with key information, tracking cycles, and documenting funder communications. Clear and accurate documentation ensures continuity and clarity across fiscal years and staff transitions.
Develop Strong Grant Narratives and Case Materials
The Director plays a lead role in crafting compelling, funder-ready language that communicates impact, need, and organizational effectiveness. This involves developing boilerplate content, program descriptions, outcomes language, and standardized attachments that can be customized for individual proposals. High-quality narrative materials strengthen applications and reduce the time required to produce future proposals.