Fast Facts

The Grants Manager oversees a portfolio of grants and contracts, managing financial administration and compliance while supporting proposal development for new opportunities.

Responsibilities: Key responsibilities include project portfolio management, financial forecasting, budget creation and modifications, compliance assurance, and collaboration with multiple teams for proposal development and subrecipient monitoring.

Skills: Required skills include proficiency in financial management principles, advanced Excel capabilities, strong communication skills, and experience with grants management software.

Qualifications: Preferred qualifications include a Bachelor’s degree in finance or related field and 3-5 years of relevant experience in budget preparation for non-profit organizations.

Location: The job is remote, based in the USA. No travel required.

Compensation: $70000 - $110000 / Annually

The Manager, Grantsmanages an assigned portfolio of privately and federally funded grants and contracts, provides pre- and post-award administration of grants, contracts, subawards, as well as proposal development for new business opportunities within their portfolio.

Primarily responsible for assisting project leads and operational collaborators within their portfolio with managing project budgets, budget modifications, preparing and providing financial and funder reports, trends analysis, compliance, revenue and expense monitoring, and GL reconciliation. Reviews procurement and subgrant/subcontract activities and approves such requests per funder/grant and budget allowability. Monitors labor and contractual expenses as well as assures burden rates are properly accounted for per approved budgets. Works with project leads to obtain funder approvals as required. Collaborates with procurement and project leads to provide subrecipient monitoring for financial performance and incorporates subrecipient financial reports to funder reporting.

Serves as a liaison between their portfolio project teams and ZERO TO THREE’s Finance team. Closely collaborates with the Director, Grants & Contracts, and members of the Finance team. Assists ZERO TO THREE’s Development team and the Director, Grants & Contracts with proposal budget development for new business opportunities.

Assures project activities are in compliance with ZERO TO THREE’s policies, Federal Acquisition Regulations (FAR) and OMB regulations as well as specific funder requirements, as applicable.

ESSENTIAL RESPONSIBILITIES

Project portfolio management:

• Manages the assigned portfolio of grants and contracts and represents and liaise with program counterparts on behalf of the Finance team via regular meetings.
• Provides financial forecasting to ensure program staff coverage, accurate financial spend down, and future business development and fundraising needs.
• Provides close-out analysis and other related financial and compliance documents, prepares regular financial reports required by funder.
• Works with Accounting to review and approve billing invoices, ensure labor allocations are accurate and up-to-date and closes out projects in a timely manner.
• Supports project start-ups and project ending, including creating proposal budget worksheets, setting up project files in SharePoint, and providing project budgets or other templates needed for project management.
• Understands and documents invoicing, reporting requirements and award terms and conditions.

New business development:

• Assists the Director, Grants & Contracts on proposal budget development by working with proposal templates and populating them with researched price estimates and mapping them to funder templates as necessary.
• Prepares high quality budget narratives to accompany new business proposals.
• Collaborates with program staff and with ZERO TO THREE’s Development team during proposal planning and submission, and reviews grant applications to ensure compliance with guidelines, policies, and financial goals of ZERO TO THREE.
• Reviews proposal budgets for reasonableness of assumptions and viability of the proposal, including full cost recovery.
• Assists the Development team with gathering supporting documentation as required by funder.

Budgeting:

• Creates, modifies, updates, monitors, and maintains project budgets (as assigned).
• Obtains approval from funder should a formal modification be required.
• Monitors and reconciles revenues and expenses, including carry over requests from subrecipients, as applicable.
• Provides oversight of labor, contractual and other expenses.

Financial reporting, forecasting and analysis:

• Reviews and interprets monthly reconciliation reports and variances, confirms labor allocation charges, performs spend and revenue analysis.
• Meets with project leads monthly to review budget vs actual reports, forecasts, and to assess the need for budget revisions.
• Adjusts rest of year/rest of project period forecast assumptions.
• Initiates cost reallocations, reclassifications and budget revisions based on project team input.
• Monitors project spend rates in relation to burden rate recovery and projections. Adjusts labor allocation schedules as needed.
• Prepares forecasts for future project spending and portfolio project budgets in support of organizational fiscal year budget.
• Maintains data accuracy in financial systems.

Procurement and Subawards:

• Participates in subaward financial performance monitoring activities.
• Collaborates with Project teams and Procurement team on subrecipient monitoring, capacity building, and risk assessment processes.
• Monitors subrecipient monitoring plan throughout the period of performance.
• Reviews and approves subaward requests with special attention to budget and reporting requirements.
• Reviews and approves subrecipient invoices and incorporates required subrecipient financial reports to funder reports.
• As part of closeout, ensures subcontracts have ended and project deliverables have been completed.

Compliance:

• Performs desk audit of invoices and financial requests for allowable/unallowable costs.
• Reviews and approves purchase or other spend requests and associated invoices for assigned projects.
• Collects and prepares documents needed to support program and financial external audit.

Other responsibilities:

• Participates in preparation of training documents and performs staff training as needed to new or existing staff about grants and contracts compliance and federal and private funder requirement updates.
• Monitors federal regulations for changes and updates to prime and subawards within their portfolio.
• Access to compensation data is necessary to complete the tasks associated with this position.
• Performs other duties as assigned for the purpose of ensuring the efficient and effective functioning of the project.

ESSENTIAL SKILLS & EXPERIENCE

• Proven ability to manage a grants portfolio of at least thirty projects supported by various types of funders: federal and state governments, foundation, private donors.
• Knowledge of financial management principles, accounting rules, Federal statutes and regulations (Uniform Guidance 2 CFR 200, 48 FAR), State and local regulations, and the meaning of standard contract clauses necessary.
• Demonstrated experience in MS Office, including Excel, Word, and PowerPoint. May require database management skills with ability to produce reports.
• Must be able to design financial models, proposal budgets and other financial reports using spreadsheet software.
• High proficiency with Excel data dumps, data manipulation, pivot tables, and VLOOKUPs.
• Must demonstrate keen attention to detail, proactiveness, strong communication skills, and be extremely well-organized and able to work under pressure to meet frequent deadlines.
• After initial training period, must be able to work well independently, as well as within a team, and provide consistent and dependable results.
• Ability to translate financial concepts to non-financial project managers both verbally and orally through effective graphic presentation of data.
• Demonstrated experience using large financial and business management software, knowledge of Sage Intacct or similar platform.
• Must be flexible with a strong "team" attitude.
• Must be able to exercise good judgment and maintain confidentiality.

ESSENTIAL QUALITIES

• Encourages and practices critical thinking and looks for solutions to problems.
• Recognizes the influence of workplace relationships on outcomes and results, is self-reflective and empathic.
• Maintains a respectful and accepting approach to others, functions as an effective team member.
• Collaboratively and creatively supports the work efforts of colleagues at all levels and in all areas of the organization.
• Excellent communication skills (both verbal and written) and strong interpersonal skills with an emphasis on stellar customer service, professionalism, and a calm and practical approach to resolving conflict.
• Priority within one’s workload when handling multiple tasks, including the flexibility to adapt to changing conditions and systems.
• Does not hesitate to ask questions, regularly provides status updates, and immediately informs Director, Grants and Contracts of any work challenges.

EDUCATION

• Bachelor’s degree in finance, accounting, or business administration
• 3-5 years of relevant experience performing project analysis and preparing budgets and forecasts for non-profit organizations receiving federal, state and foundation grants and contracts.

COMPENSATION & BENEFITS

This position's salary is estimated to be low $70,000s to $110,000 depending on experience, geo-location, budget, and other comparable and similarly scoped internal positions. In addition to salary, ZERO TO THREE offers a comprehensive benefits package including medical, dental, vision, HRA, retirement contributions, generous leave benefits and more.

PHYSICAL REQUIREMENTS

While performing the responsibilities of the job, the employee is frequently required to use finger dexterity and sufficient hand dexterity to use a computer keyboard and be capable of reading a computer screen. Also, they may need to remain seated for extended periods, can perform repetitive motions, and reach for objects. An employee is frequently required to hold a writing instrument, communicate verbally, and hear well enough to detect nuances and receive detailed information. They may be required to grasp objects, push, and pull objects, bend, stand, walk, squat, or kneel. Vision abilities required by this job include close vision for data preparation or analysis, and expansive reading. May need to lift up to 30 pounds.