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Grants Manager

Posted: 10/11/2021

POSITION TITLE:               Grants Manager
REPORTS TO:                     Senior Program Officer and Program Officer for Recreation and Health  
EFFECTIVE DATE:              September 2021
 
Summary/Objective
The Grants Manager is an integral part of the Foundation’s team, and will support two Program Officers. This position will manage grant processes and recordkeeping with regard to online applications, required documentation, reporting, payments, and other administrative functions. The Grants Manager will work collaboratively with program officers in execution of grantee information sessions, grant-related program projects, as well as provide support of annual grantee learning events sponsored by the Foundation.  A search for a new grants management system and system conversion is anticipated in the next 12-24 months. 
 
Essential Functions
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 

  1. Grantmaking and Database:
    1. Manages workflow and effectiveness of the grant administration process both internally among program, finance, administrative staff, and Board, as well as externally with grantees
    2. Develops a good working understanding of each program’s goals and strategies, and what each program will consider for funding
    3. Develops and maintains procedural guides for internal and external use in relation to grants processes and grantmaking software
    4. Designs, administers, manages, troubleshoots, and maintains required software systems and forms to ensure accuracy and integrity of grants database and other program related data (ie:  IGAM, Blackbaud Grantmaking, Outcomes, JotForm) creating and maintaining templates, automated workflows and data structure to ensure a streamlined grants process.
    5. Seeks greater efficiency between database and grants process by keeping informed of “best practices” in the grant management field, informing program staff of latest developments and occasionally researches grant management systems that could improve Foundation workflows
    6. Prepares and distributes a list of standard reports and forms to assist program staff and committee for decision-making throughout the grants process
    7. Reviews grants process with Program Officers, Committee, and Grantees and proposes and implements changes to improve processes each grant round
    8. Manages data entry of all proposals received and saves all proposals to database
    9. Manages the alignment of grantee data with measures for grantmaking impact
    10. Manages grantmaking for grant cycles, and all special, off-cycle, and program specific grants and maintains systems for tracking proposals and awards
    11. Monitors proposals as they move through the review process, and identifies, collects, and distributes application materials
    12. Prepares, disburses, and maintains grant agreements, reporting acknowledgements, and award and declination letters
    13. Tracks grant payments accurately and prepares for annual audit by performing internal review of records
    14. Maintains and updates communication templates and application forms
    15. Submits timely reviews of compliance issues
 
  1. Administration:
  1. Supports Program Officers in monthly preparation of Joint Grants/Impact Committee meetings, minutes, and follow up
  2. Works with Program Officers to provide appropriate feedback to grantees
  3. Serves as liaison to database software company
  4. Attends and contributes to Grants/Program staff meetings, attends, participates in, and records minutes for Joint Grants/Impact Committee meetings, and attends Board meetings as requested
  5. Produces reports for Program Officers, President, Controller, and Communications Associate, as requested
  6. Maintains grantee and Grants committee contact lists
  7. Maintains an organized web-based database of documents for program staff’s internal use and access
  8. Provides one-on-one tutorials to staff, committee, and grantees for use of grantmaking database and grant review process
  9. Troubleshoot technical issues for program staff, grantees, and committee members
  10. Provides direction and organization for internal contract related documents including scopes of work and contracts.
 
  1. Events & Meeting Coordination:
  1. Participates in community and grantee events and meetings on behalf of the Foundation, when applicable
  2. Creates agendas for grants staff meetings, keeps meetings moving in timely manner, and records notes from discussion items, tasks, and decisions made during meetings
  3. Coordinates the planning and execution of Grants Committee meetings with Office Manager and Senior Program Officer
  4. Tracks RSVPs, prepares materials, and communicates with attendees as needed for project-oriented or grantee group meetings
  5. Provides support to Program Officers for coordinating and scheduling for grantee and program-related meetings using software tools such as Doodle poll, Calendly, or others that streamline the process.
  6. Schedules Program Officer visits and meetings, attends as needed and takes notes upon request
 
  1. Communications:
  1. Coordinates routine communications with staff, grants impact committee, grantees and others.
  2. Provides one-on-one tutorials to staff, committee, and grantees for use of grantmaking database and grant review process.
  3. Serves as primary point of contact with grantees by answering grantee questions related to the grant framework, online application process, technical troubleshooting, and Foundation requirements
  4. Provides grant-related website updates as needed to inform the community of grant opportunities with accuracy and transparency.
  5. Acknowledges receipt of proposals and communicates with prospective and current grantees throughout the entire grants process
  6. Provides requested data to the Communications Specialist, as needed, for articles and website updates
 
Competencies
  1. Job knowledge
  2. Strong logic, analytical and problem-solving abilities
  3. Self-management
  4. Teamwork
  5. Flexible work style and multi-tasking skills
  6. Collaboration and relationship skills
  7. Technical capacity
  8. Quality
  9. Support of diversity
  10. Customer service
  11. Strong writing and verbal communication skills
  12. Creative thinking
  13. Project leadership
 
Supervisory Responsibility:  None
 
Work Environment
Currently, and due to COVID-19, a hybrid working environment is permitted, with some time working from home and working at the Pottstown Area Health & Wellness Foundation office in Pottstown, PA.  COVID-19 VACCINES ARE REQUESTED.
 
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
 
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
 
While performing the duties of this job, the employee is regularly required to talk or hear. This is largely a sedentary role; however, some filing may be required. This would require the ability to lift files, open filing cabinets and bend or stand on a stool as necessary.
 
Position Type/Expected Hours of Work
This is a permanent, full-time, exempt position that works 40 hours per week. Normal workdays are Monday through Friday, 8:00 a.m. to 4:30 p.m. Evening and weekend work may be required.
 
 
Travel
This position may require travel for off-site meetings, events, and grantee site visits.
 
 
Required Education and Experience
Associates Degree, or equivalent experience in non-profit or grant management
 
 
Preferred Education and Experience
Bachelors Degree, or equivalent experience in non-profit or grant management
 
 
Additional Eligibility Qualifications
Experience with Blackbaud Grantmaking (formerly MicroEdge Gifts Online) & IGAM, or similar database software. Experience in Microsoft Office or Google Suite of software such as Google Sheets, and Google Docs is preferred.  Other software experience in programs such as JotForm, SurveyMonkey, Doodle polls, Calendly, or other e-form survey, or meeting coordination software would benefit the applicant.
 
 
Salary range:  $55,000 - $68,000 (commensurate with related experience)
 
 
Work Authorization/Security Clearance (if applicable)
 
 
Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
 
Foundation-wide specifics
  1. Is familiar with Foundation’s mission and vision
  2. Attends weekly staff meetings
  3. Complies with all Foundation policies and procedures
  4. Demonstrates flexibility in response to unexpected changes in workload, staffing and scheduling
  5. Performs all other related work as requested by President, Board members and Committee Chairs
  6. Applies principles of confidentiality to all Foundation matters

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