Grants and Contracts Manager

POSITION SUMMARY

The Grants and Contracts Manager is responsible for processing all grants and contracts throughout their life cycle from pre-to-post award and to ensure proper due diligence and compliance. Ensure a streamlined workflow from pre-approval through grant closure by working closely with and openly communicating with program and finance staff at the foundation and with external partners. Duties involve extensive record-keeping with attention to accuracy and regulatory compliance, as well as the ability to recommend and implement process improvements. This position reports to the COO.

This position is hybrid and requires 2-3 days in-office per week. Local candidates preferred.

KEY RESPONSIBILITIES

• Maintain all grants and contracts with the highest standards of quality grant-making within the foundation. Ensure legal appropriateness, meeting foundation standards including all IRS and international regulatory compliance including communicating with the foundation’s legal counsel, auditors, national and international grantees, and staff.
• Focus on customer service, both internal and external, to effectively and flexibly meet the needs of internal staff and external partners. Exhibit sound judgement and analytical skills.
• Managing a grant database (GivingData) to support and maintain new and existing grants and contracts including all grant records, communication, payments, and documentation. Ensure all multi-year agreements are entered and tracked appropriately.
• Partner with programmatic staff to support the contacts and grants necessary to achieve program goals.
• Develop or improve efficiency and accuracy of processes and workflows in collaboration with the programmatic, finance & administration teams.
  • Process workflows from beginning to end for all types of foundation grants and contracts, ensuring timeliness and accuracy of all relevant data fields in grants management database, GivingData. Work with program staff to develop new agreements. Process reporting requirements, amendments, reallocations, extensions, and all necessary correspondence.
• Manage software to meet requirements with data integrity, including reconciliation and interface with general ledger software (Sage Intacct).
  • Ensure that grants management is organized and managed efficiently and effectively. Evaluate all activity and assist in standardizing the process as much as possible.
  • Communicate with grant recipients to obtain grant-related information and to provide high-quality, responsive service.
  • Review coding on payment requests and obtain information needed for processing by Finance. Work with grant recipients, program teams and finance and administration to ensure payment requests are accurate and timely.
  • Ensure grants and expenditures to international grantees are compliant with IRS rules and regulations. Obtain Equivalency Determination documentation as needed prior to payment to grantee.
  • Provide administrative support of the grant-making process, including leading the development of reports, charts, and graphs for staff, board, auditors, IRS, and others.
  • Generate regular reports including grants roll forward report for distribution to the Finance team and status updates to other departments.
• Coordinate support and accounting with Kavli meetings and event staff and programmatic teams for contracts with hotels and similar vendors for Kavli-hosted meetings.
  • Maintain and analyze data on grantmaking to inform and develop innovative ways to present data related to the Foundation's goals and objectives.
  • Train foundation staff in the areas of compliance, internal processes and technology that support the grant-making process.
  • Work on projects and other duties as assigned.

QUALIFICATIONS

• Bachelor’s degree in relevant field such as business administration finance or accounting
• Minimum 5 years demonstrated management experience with grants and contracts, especially in a grant making capacity and preferably with international grantees.
• Experience managing grants database.
• High level of demonstrated accuracy and attention to detail is required
• Flexibility in working with different types of grant and gift agreements
• Experience in compliance issues; ideally, including international grant making organization.
• Solid analytical, technological, and organizational skills with attention to priorities.
• Strong skills managing workload, processes, and timelines.
• Proven ability to manage several projects and processes simultaneously.
• Highly effective oral and written communicator
• Exceptionally motivated, organized and detail-oriented
• Excellent computer skills to include MS Office Suite MS Excel; experience with database management is expected.
• Ability to work both under supervision and independently both inside and outside the foundation.