Grants, Donations and Contracts Coordinator

The Grants, Donations and Contracts Coordinator (Coordinator) is ultimately responsible for organizing grants, donations, and contract activities across the organization. Working with the Director of Finance and the Programs Team, the Grants and Contract Coordinator will coordinate all phases of a grant's lifecycle, from pre-award to post-award, ensuring compliance, proper financial management, and accurate reporting. They will also be a liaison both within the organization, ensuring the accurate and effective transfer of information across the organization, and with external stakeholders including grant-issuing bodies, subcontractors and vendors. The Coordinator will ensure consistent tracking and execution of all of Family Voices’ contracts, both on the grantor side (AR) as well as the vendor and subcontract side (AP). They will also manage individual and foundation donations including timely and accurate acknowledgement, and maintenance of donor database(s) and support the development of Family Voices’ strategic goals in Finance and Programs.

Overall:

• Pre-Award: Assist in the Researching of funding sources, preparing of grant applications, and ensuring compliance with grant guidelines.
• Post-Award: Setting up grants in accounting systems, managing budgets, monitoring expenditures, and ensuring compliance with grant terms and conditions.
• Reporting: Preparing financial reports for grant funders and internal stakeholders.
• Liaison and Communication:
• Internal: Working with program staff and other departments to ensure that grant activities are aligned with organizational goals, schedules are maintained and met and files and information flow between departments in a timely and accurate manner.
• External: Serving as a point of contact for grant funders and other external stakeholders.

Grants and Contracting:

• Grants and Donations:
  • Assist in financial compliance reporting, and assemble all necessary report-related materials, including financial reports, organizational documents, etc. for submission to funders.
  • Work with program and finance staff to monitor and ensure compliance with grant terms and conditions; manage, track and report on expenditures; and recommend grant modifications.
  • Monitor funder financial reporting requirements and develop / manage a reporting schedule for all grants and contracts. Ensure all required grant reports are prepared accurately and submitted on time. Identify grants financial management issues requiring attention.
  • Maintain Grantee and Donor Database, including the acknowledgment of donations and accurate entry / reconciliation of donations into systems.

• Contracting:
  • Facilitate the collection and issuance of sub-awards from partners, vendors and consultants, including the assembly and routing of sub-award packages for both internal approval and external execution.
  • Coordinate with vendors/customers to ensure timely processing of paperwork and payments including the initiation and tracking of vendor contract renewals, responses to contract edits and issuance of amendments for multi-year projects.
  • Work with Digital Operations to track and monitor any subscription agreements, renewals, software leases, and equipment expenditures.
  • Support routine subrecipient monitoring process.

Financial Administration

• Support and maintain the grants budgeting process, including initial grant budgeting, grant budget modifications, project roll-ups into the organizational annual budget, and the tracking and reporting of budget to actuals.
• Collaborate with the Senior Accounting Manager to coordinate the Cost-Reimbursable Invoice Process, set up initial invoicing sheets, ensure all monthly expenses are properly coded within the GL and align to the grant parameters, and provide all backup documentation to support the invoicing package.
• Assist in payroll and cross
• agency allocation to correctly and accurately allocate time and expense to the projects’ budgeted levels of effort. Work with staff to accurately account for budgeted time on projects.
• Act as the primary Accounts Payable contact between accounting and staff, properly code expenses to the correct projects, perform any split code expense calculations and submit accurate payables information to the Senior Accountant for payment.
• Monitor and facilitate any travel request, including accurate coding, vouching travel against existing budgets, and submitting for payment.
• Collaborate with the Director of Finance on timely and accurate revenue recognition and draw down schedules for grants.
• Assist in the monthly close process, annual audit, and other ad hoc finance projects.

Database Administration

• Maintain and assist in ongoing development of grants pipelines, including project and financial due dates and applicable contractor payment schedules.
• Maintain donor records, data entry, and correspondence.
• Act as the primary point of contact to ensure the proper and timely set
• up of job codes within the accounting and payroll systems and effectively communicate to project staff the appropriate codes.
• Ensure timely, accurate and ongoing internal filing to ensure that all contracts, budgets, and applicable backup documentation can be located by all stakeholders.
• Other duties as assigned

Qualifications and Skills

The ideal candidate is extremely organized and committed to accuracy. We are looking for someone who is resourceful and can successfully manage a diverse workload in a fast-paced environment.

• A combination of relevant work experience and education to successfully perform the responsibilities outlined in this description.
• Extremely detailed oriented with process improvement and problem-solving skills.
• Committed to clear, proactive, thorough communication in all formats and the ability to communicate complex information clearly and concisely.
• Exceptional organizational skills, including the ability to manage multiple tasks at once, respond to tight timelines, pay attention to detail, and operate effectively in a fast-paced environment
• Expert-level computer skills required, especially Excel, and the ability to learn new skills as needed
• Proficiency with QuickBooks Online, accounting software reporting packages and Monday.com preferred
• Must be proactive, innovative and a quick learner, and will be expected to learn new skills as needed
• Ability to work independently and within a team in a remote work environment, with a willingness to learn and effectively share knowledge with other staff
• Background / education in accounting and nonprofit finance preferred

Location

The Grants and Contracts Coordinator may be based anywhere in the United States. If based outside of the Eastern time zone, the Grants and Contracts Coordinator must be available between the core hours of 10 a.m. – 4 p.m. Eastern time.