Grants & Contracts Manager

About the Opportunity:

The Grants & Contracts Manager will oversee grants and contracts administration for the organization and is responsible for managing AAF’s contracts with city and state agencies, as well as grant awards from private funders. The G&C Manager will also ensure the execution of and compliance requirements associated with city and state contracts, as well as foundation and corporate grant awards. In addition, the Manager will manage one direct report.

The ideal candidate for this role is a humble, detail-oriented, seasoned contracts manager who has a passion for process improvement. This individual will enjoy the day-to-day details and consistency provided by intricate, fast-paced, and process-oriented work. The candidate must be a self-starter who moves with a sense of urgency and is able to manage up, down, and laterally. They will also have at least four years of experience navigating the government contracting process, including working with financial reports and budgeting, managing contract/grant expense tracking, and reporting processes.

What You’ll Do:

Reporting to the Deputy Director, and working closely with the Finance and various program teams, the G&C Manager will be responsible for, but not exclusive to:

Contracts Administration & Management

• Streamline and manage the execution of multiple city and state contracts, working with the Finance and various programs teams to ensure the timely expenditures and submission of budget modifications, as needed, throughout the fiscal year
• Oversee and administer the sub-granting process for AAF’s nearly 100 subgrantees, ensuring the timely completion of MOUs, work scopes, and budgets associated with multiple large grants and contracts
• Oversee all aspects of government contract site visits and audits, preparing requested documentation ahead of time and serving as a point person for all communications
• Oversee the timely close-out, renewal, or extension for all AAF’s grants and contracts, particularly for sub-granted awards

Communications & Relationship Management

• Develop and improve an internal and external communications process to ensure the timely submission of financial and deliverables reports for reimbursement and successful execution of grant and contract requirements
• Create and deliver trainings for AAF’s subgrantees to familiarize them with award guidelines and reporting requirements with each new funding cycle, including trainings on AAF’s grants and contracts management system to submit their reporting
• Serve as an internal and external expert for AAF’s grants and contracts management system to support grants and contracts reporting for AAF’s awards, as well as subgrantees’ submissions
• Work in partnership with the Programs team to support member and partner engagement and support efforts

Data Analysis & Reporting

• Prepare and lead the process for state contract narrative and quantitative reporting
• Work with program leads to prepare and review deliverable reports for grants and contracts
• Analyze subgrantee data to make recommendations for improving the sub-granting process and AAF’s membership engagement and support strategy

Financial Management & Budgeting

• Work closely with Development, Finance, and various program leads to develop and monitor contract/proposal budgets and align them with annual program budgets

Requirements:

• Bachelor’s degree required
• A minimum of 4-6 years of relevant experience with program management and/or grants and contracts administration, including the management of financial reports
• All new hires must be vaccinated and must stay up-to-date with COVID-19 vaccines unless they have been granted a reasonable accommodation for religion or disability. If you are offered a position with AAF, this requirement must be met by your date of hire, unless a reasonable accommodation for exemption is received and approved by AAF

Preferences:

• Experience with New York State and City contracts
• An understanding of financial principles and basic QuickBooks knowledge
• Intermediate familiarity with document, relationship, and project management platforms like Google Drive, CRMs, Asana, etc.