GRANTS MANAGER
The Collins Foundation (TCF), a private, independent foundation with seventy years of service in Oregon seeks a full time Grants Manager.
The Foundation serves people in urban and rural communities across the state through its grants to nonprofit organizations working for the common good. TCF is an equal opportunity employer committed to creating a work environment that values the cultural and personal perspectives afforded by individual life experiences. The Foundation is a welcoming environment that values diversity, equity, and inclusion both within the organization and in its grant-making. We encourage applicants from diverse backgrounds and seek to hire qualified staff reflecting the diversity of the communities we serve.
Position Overview
Exempt, full-time (37.5 hours per week)
The Grants Manager administers the Foundation’s grant-making processes and activities, including grant applications and reporting, grant awards and agreements, and the management of the Foundation’s database and website.
The Grants Manager reports to the Executive Vice President and is a key member of the Foundation’s grants team. The Foundation is managed by a small staff, the members of which perform multiple tasks on a daily basis. The Grants Manager is involved in all areas of the Foundation's grant-making processes, working cooperatively with the program staff and occasionally in an advisory capacity to the Foundation’s Administrative Assistant, who is responsible for some aspects of grants administration.
PRIMARY DUTIES AND RESPONSIBILITIES
Grants Management
· Prepare grant agreements and award letters in cooperation with program staff, ensuring compliance with IRS regulations and compatibility with specific conditions/contingencies pertaining to the grant award
· Coordinate bi-monthly grant payments with finance staff after trustees meetings
· Track pending grant payments and grant restrictions/contingencies, and coordinate payment processing with the finance staff
· Update/edit grant-related letter templates as needed, and update grant agreement templates to align with best practices
· Review and revise grant application processes in cooperation with program staff to align with best and promising practices
· Review bi-monthly grant graph for trustee meetings and recommend changes as needed
· Confirm and verify results of trustees meeting in database, and produce a report for the permanent record
· Recommend and implement streamlining and improvements of grant processes as needed
· Participate in training and professional development opportunities related to grants management and administration
· Stay up to date on IRS regulations and/or activities related to grants management/administration
· Oversee maintenance of grant files to meet regulatory and foundation requirements
· Conduct final review of board packet contents before distribution
Grantee Reporting
· Manage the Foundation’s grant-reporting processes, and serve as the primary contact for grantee reporting
· Oversee assignment of grantee profiles for online reporting
· Send report reminders to grantees annually, follow up on overdue reports, and provide support to grantees during the reporting process
· Review reports for compliance with grant objectives and reporting guidelines; follow up as needed and coordinate with program staff when issues arise; prepare brief report summaries that can be accessed by program staff
· Communicate with grantees as needed and work cooperatively with program staff to resolve issues that may arise with individual grantees, such as lack of compliance with grant terms or conditions
· Produce, analyze, and distribute bi-monthly interim reports on multi-year grants requiring payments; procure authorization from Executive Vice President and program staff; and coordinate payments with finance staff
· Review and revise reporting processes in cooperation with other program staff to align with best and promising practices
General Reports
· Review and report on grant award payments and statistics as needed
· Update and edit list of current-year grants bi-monthly and post on website
· Prepare and submit reports to Foundation Center at least three times annually
· Produce, review, and edit the year-end report of grant activity for inclusion in the Foundation’s annual report
· Produce other reports on the Foundation’s grant-making activity as needed
Website and Database Management
· Manage the Foundation’s website and database to ensure accuracy and conformity with grant processes; manage contractors working on regular maintenance; recommend website and database improvements as needed and work with contractors to make changes
· Serve as the lead person for researching and overseeing a new grants management and database system
Other
· Draft and update grants management manual
· Assist Executive Vice President, Director of Programs, and Treasurer with special projects
· Conduct database queries as needed
· Provide other administrative tasks as requested
PREFERRED COMPETENCIES AND SKILLS
ü Bachelor’s degree or equivalent
ü Minimum three years of experience in a related capacity, preferably with a grant-making foundation or a nonprofit
ü Advanced computer skills using Microsoft Word, Excel, and Access software
ü Working knowledge of grants management systems desired, and working knowledge of Drupal a plus
ü Exceptional communication skills, both written and oral
ü Excellent organizational skills
ü Abilities to:
- manage multiple tasks simultaneously
- meet deadlines
- work independently
- think creatively and analytically
- design and implement effective workflow processes and procedures
- work effectively in an atmosphere that recognizes and respects cultural and individual differences
Physical Demands
The physical demands described above are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit and make use of a computer/monitor and or keyboard for extended periods of time. Specific vision abilities required by this job include close vision and ability to focus on printed material.