Job Description

POSITION SUMMARY

The Grants Manager, Family Philanthropy, is responsible for a portfolio of programmatic agreements and works in close collaboration with program staff to execute the full agreement lifecycle of both grants and contracts. They are responsible for the efficient and effective implementation of the Foundation’s policies and procedures related to grants and contracts management. The Grants Manager will primarily support the Family Philanthropy Initiative to facilitate grantmaking and contracting processes that align with the Foundation’s family giving strategy.

The Grants Manager plays a critical role in the effective operations and execution of the Grants and Contracts Management (GCM) team by applying the foundation’s policies and procedures with the goal of ensuring consistency, quality, and timeliness in all aspects of processing and management.

The position requires the development of a strong knowledge of the organization’s administrative policies and practices, use of our grants management system (Fluxx), and a working knowledge of the program content arena for their assigned portfolio. The ideal candidate will have strong attention to detail, strong organizational and problem-solving skills, be customer-service oriented, and enjoy supporting the overall Mission and Vision of the organization. They will know when to act independently and when to ask clarifying questions to coordinate programmatic efforts.

ESSENTIAL DUTIES AND RESPONSBILITIES

**Grants & Contracts Management **

• Coordinate with the Director of Grants and Contracts Management and relevant program staff to provide support for the full lifecycle of assigned grants and contract, ensuring compliance with project specific requirements and organization-wide policies and procedures.

• Actively manage all stages of the grants and contracts workflow, ensuring that each request moves efficiently through the review and approval process with a particular focus on timeliness, data quality, and consistency of processing.

• Participate actively in Grants and Contracts Management team meetings to stay abreast of Foundation policies and practices, system enhancements, and serve as a representative of the Family Philanthropy team.

• Support team accountability and responsibility to organization and team goals and initiatives.

• Support the evaluation, documentation, adoption, and consistent execution of Grants and Contracts Management policies and procedures.

• Develop a strong working knowledge of Fluxx, our grants management system, to provide support to all stakeholders

• Participate in GCM training for Foundation staff on effective grantmaking/contracting practices, compliance, and processes as appropriate.

• Conduct research as needed. Support audit preparation as needed.

Portfolio Support

• Serve as the primary grants and contracts manager for the Family Philanthropy Initiative’s portfolio, which presently includes Generational Giving, Family Fund, G3 Fund, Global Education Fund, Board and CEO discretionary, staff matching gifts, the West Coast program, Community Partners projects, the Dreamers Scholarship program, Jane Bainum Legacy Giving, and the Legacy Fund.

• Partner with Family Philanthropy team to develop grant and contract timelines for the fiscal year and alignment with budgets; perform due diligence; draft agreements, award letters, and other agreement-related documents as needed; and ensure compliance with policies and process requirements.

• Participate actively in Family Philanthropy team meetings to stay abreast of the portfolio’s strategic plans and other relevant contexts necessary to support the development and management of related grants and contracts.

• Communicate with family, board and staff as needed for effective and efficient management of grants.

• Partner with the Director, Family Philanthropy and Events and the Grants and Contracts Management team to design optimal processes and standards for the portfolio and implement quality support systems and workflows. Collaborate with Finance, Information Technology and other functions as needed.

• Serve as a key point of contact for applicants, grantees, and consultants within assigned portfolio and coordinate all communication regarding agreements, technical assistance, and/or content feedback and support.

• Prepare, send, and monitor grant and contract agreements with modifications, and closeouts, including providing guidance and support to internal and external partners. Process extensions and amendments as needed.

• Ensure data integrity and accuracy in Fluxx, ensuring completeness and accuracy of all grant and contract records processed, including updating organization contact information, coding, and payment and reporting schedules with excellent attention to detail.

• Monitor active grants and contracts for key issues such as overdue reporting requirements, and work with program staff to address and resolve open issues.

• Ensure timely payments and track expenditures and disbursements against initiative budgets.

• Collaborate with Grants System Analyst for dashboards and reports from the grants management system as needed.

Collaboration and Leadership

• Promote a culture of continuous improvement that values learning and commitment to quality.

• Facilitate transparency and cross-departmental communications among organization teams.

• Participate in and lead meetings to produce collaborative work products & improve processes.

• Participate actively in staff meetings, learning sessions, trainings, and cross-departmental teams.

• Serve organization-wide working groups and taskforces.

• Maintain best practices in the field by attending workshops, webinars and conferences such as PEAK Grantmaking and other field-wide activities. Stay informed of trends, best practices, and activities in the philanthropic sector and among peer funders and translate them back to the organization as appropriate.

Qualifications

FUNCTIONAL/TECHNICAL REQUIREMENTS: The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Equivalent combinations of work experience and training that provide the required knowledge, skills, and abilities will also be considered.

• Three to five years of overall experience in grants management or operations in a non-profit, philanthropic, or education setting preferred.

• Bachelor’s degree in a relevant field preferred; will consider experience in lieu of a degree.

• Experience using grants management system (GMS) or other database system required. Prior experience and knowledge of Fluxx is preferred.

• Strong interpersonal and diplomacy skills and the ability to interact effectively with individuals at all levels of the organization as well as family and Board members. Maintains discretion when communicating with high profile individuals.

• Well-developed collaborative, interpersonal, written, and verbal communication skills. Ability to convey necessary information accurately, listen effectively, and ask questions when clarification is needed. Ability to translate technical and policy information into clear and concise content.

• Demonstrated ability to take initiative, exercise judgement, prioritize, manage multiple complex projects/assignments, and set/meet deadlines with an orientation toward results. Demonstrated thoroughness and attention to detail when accomplishing tasks.

• Willingness to learn and adopt new technical skills, knowledge or capabilities that can benefit the organization and/or personal performance.

Additional Information

PHYSICAL DEMANDS: The physical demands described below are representative of the requirements for an employee’s successful performance of the essential functions of this job. Accommodation is made to enable individuals with disabilities to perform this role.

While performing the duties of this job, the employee may regularly be required to talk and listen. The employee is frequently required to sit and use their hands. The employee is occasionally required to stand and walk. The employee may be required to lift and/or move up to 25 pounds.

WORK ENVIRONMENT: This position is designated as “Local ” and the employee will be expected to regularly commute to the Washington, D.C. Central Workplace location – or alternative meeting locations in the DMV – to attend in-person Bainum Family Foundation and Children’s Equity Fund monthly staff meetings and quarterly learning sessions, as well as other scheduled ad-hoc in-person meetings. The Foundation reserves the right to adopt different hybrid operating practices in the future that make sense for the evolution of our work and could require more in-person work. Telework requires logging onto your computer at home during work hours, responding to emails, and participating in video calls and meetings throughout the day; therefore, access to high-speed, reliable internet is crucial. The Foundation provides all required equipment and supplies to undertake the tasks of the job at home, including laptop, monitors, and other accessories, which are shipped to the employee’s home.