Grants Manager , Family Philanthropy

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.