Data and Grants Manager

WHO WE ARE

The Coleman Foundation, Inc. is a private grant-making foundation, listed as 17th on Crain’s Chicago Business’ 2024 Largest Foundations in Chicago, with a current endowment of approximately $180 million. Since 1951 we have proudly invested in local nonprofits, neighborhood-based organizations and institutions working to improve the lives of people in the greater Chicago region.

Supported by our community-minded board of directors, our small, collaborative staff is committed to ensuring that our grantee partners are equipped to meet the unprecedented challenges of 2025 and beyond. This year the foundation is implementing new strategies for our three program areas: Entrepreneurship, Health, and Intellectual & Developmental Disabilities, and making approximately 100 grants totaling $9 million.

Learn more: www.ColemanFoundation.org.

OUR MISSION

The Coleman Foundation invests in the efforts of community-based organizations and local institutions to preserve and strengthen the physical health and the economic and emotional well-being of people living in the greater Chicago region.

VALUES

• Respect for Community
• Responsiveness
• Empathy
• Responsible Stewardship

THE OPPORTUNITY

The Data and Grants Manager (DGM) is a pivotal new hire that will partner with Foundation leadership to modernize grantmaking systems. Leading Fluxx administration and cross-functional integrations (finance, operations, and program), the role builds end-to-end processes that make data reliable, accessible, and actionable across the foundation. The DGM will operationalize new leadership priorities— by streamlining compliance, strengthening grantee experience, and creating a durable, data-driven backbone for current and future strategies.

ABOUT THE ROLE

The Data and Grants Manager will be instrumental in shaping, executing, and overseeing The Coleman Foundation’s grantmaking policies, systems, and processes. This role ensures seamless management of the entire grant lifecycle—from application intake and data oversight to reporting and stakeholder engagement.

In addition to operational responsibilities, the Data and Grants Manager will spearhead initiatives that enhance and modernize the foundation’s grantmaking approach, playing a vital role in advancing its long-term mission and impact. To be effective in this position, the Data and Grants Manager will work collaboratively across multiple internal and external constituents, demonstrating a deep understanding of the needs of applicants, grantees, Foundation leadership and other stakeholders - ensuring that those perspectives are incorporated in the grant-making process.

PRIMARY DUTIES AND RESPONSIBILITIES

Grants Management

• Manage and continuously work to improve the Foundation’s Fluxx grants management system (GMS), processes, and capabilities for greater efficiency and efficacy.
• Proactively design and conduct training for Foundation staff, board, consultants and grantees to support shared understanding of the Foundation’s grantmaking policies and processes. Ensure the team is updated on new functionalities including AI and other integrations.
• Lead the Foundation’s grant cycle work of award management, funding, payment, and reporting.
• Serve as an expert resource on industry grantmaking best practices through participation in professional development opportunities through Fluxx, PEAK Grantmaking, etc.

Systems Management

• Ensure seamless integration of the Fluxx grants management software with the Foundation’s accounting (QuickBooks Online, Bill.com) and operating systems.
• Serve as lead for Fluxx technical support; escalating issues to Fluxx Helpdesk as needed.
• Coordinate and conduct functionality testing of system upgrades and updated configurations; track and resolve system issues with Fluxx.
• Ensure and evaluate the integrity of grants-related data and systems, and systems records.
• Process grantee audit and nonprofit status confirmations.

Financial & Legal Compliance

• Prepare, send, and track award letters, grant agreements and related documents, confirming compliance with IRS regulations and Foundation requirements.
• Work closely with the CFO to process, track, and record grant payments. Manage process to ensure grant budget allocation is consistent and accurate.
• With the CFO, ensure compliance with tax laws governing the Foundation’s grants and source of funding.
• Remain up to date on foundation and nonprofit best practices, grant-making guidelines and regulations, and manage and recommend changes for new and existing grant-making policies, including the incorporation of new tax and charitable contribution laws.

Grantee Relations

• Serve as the primary contact for past, current, and prospective grantee inquiries about the grants process (including eligibility, application, approval, grant agreements, payments, and reporting).
• Troubleshoot grantee issues, manage the proper workflow of grant cycle milestones and tasks.
• Serve as primary Fluxx and technical support for grantees throughout the grantmaking process.
• Maintain accuracy of grantee records, including organizational, financial, banking and contact information, grant status, coding, reporting, and payments.

Data Management and Support

• Design process to embed foundation evaluation framework into Fluxx and grant reporting process.
• Work closely with staff to produce and assemble board book materials and visualizations for quarterly and ad-hoc board meetings, including grant dockets, presentations, reports and related documents.
• Manage, maintain, and deliver grant-related reporting to internal and external stakeholders as needed.
• Prepare and present reports during Board Meetings that provide strategic insights related to grantee and grantmaking trends.
• Assist Program team with due diligence, including reviewing financial statements and other research.
• Maintain and provide data for internal operational purposes, e.g., regular payment releases and cash flow reporting, program budgeting, website grants listing, 990-PF schedules, annual audit.

QUALIFICATIONS

• Minimum 5 years using and managing a grants management system or database. Preference given to candidates with experience utilizing Fluxx grants management systems.
• Requires a bachelor’s degree or equivalent experience in a field related to the nonprofit sector.
• Demonstrated knowledge of budgeting, analysis, reporting and grants management.
• Deep understanding of grants management policies, processes, and systems that have been gained by working at a grantmaking organization or in a grants management-related role.
• Knowledge of federal, IL state and local government laws and regulations regarding grant agreements and administration, including tax laws governing charitable contributions.
• Ability to design and deliver effective individual and group training sessions and materials.
• Superior data management skills, with demonstrated attention to detail, accuracy, and high-quality work.
• Strong computer skills and experience with Microsoft365 Office Suite, especially Outlook, Excel, Word, PowerPoint, and DocuSign
• Strong writing, editing, proofreading, research, and grammar skills.

PERSONAL ATTRIBUTES FOR SUCCESS

• • Strong analytical capabilities with a proven ability to evaluate, integrate, and distill complex information into clear, actionable insights.
  • Experience with or passion for our mission, vision, values and one or more of our three program areas.
  • Demonstrated ability to work as part of a team and with people who hold diverse perspectives.
  • Capacity to work amicably in a lean team with a high volume of work, as well as a deep sense of responsibility and accountability.
  • Highly developed emotional intelligence, self-reflection and demonstrated ability to use interpersonal skills and political acumen in respectful and collaborative ways.
  • Flexibility and curiosity while collaborating directly with teams and managing multiple stakeholders.
  • High degree of professional ethics and integrity.

HYBRID ARRANGEMENT & LOCATION

We currently work with a hybrid arrangement. The Foundation provides expenses related to remote work including equipment, software and internet access. Employees are expected to work in the office Tuesday-Thursday and occasionally other weekdays as needed. Our renovated offices are located in the Civic Opera Building (20 N. Wacker Dr., Chicago), centrally located in downtown Chicago and easily accessible by Metra and CTA.

EQUAL OPPORTUNITY EMPLOYMENT

The Coleman Foundation is an Equal Opportunity Employer. We do not discriminate on the basis of race, gender, religion, color, national origin, sexual orientation, age, marital status, veteran status, or disability status. All employees are responsible for maintaining a work culture free from discrimination and harassment by treating others with kindness and respect. We value a diverse work environment because teams are stronger with different perspectives and experiences. We encourage women, people of color, LGBTQIA individuals, people with disabilities, members of ethnic minorities, foreign-born residents, older members of society, and others from minority groups and diverse backgrounds to apply.

PHYSICAL DEMANDS

This position is primarily a sedentary role. However, the person in this position may need to occasionally move about inside the office to liaise with internal staff, access files, office machinery and a copier/scanner/printer. The Coleman Foundation is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its programs, and operations.