Grants Contract Administrator

Job Type

Full Time




121 6th Avenue
New York
New York
United States


Overview: University Settlement is one of New York City's most dynamic social justice institutions, with an impressive legacy as the first settlement house in the nation. For 130 years, University Settlement has been an anchor in the low-income and immigrant communities where we work, offering pioneering programs in early childhood care and education, youth development, eviction prevention, literacy, theater and visual arts, senior services, and mental health. Each year, we engage over 40,000 New Yorkers through our network of 31 sites in Manhattan and Brooklyn. Our mission is to empower the individuals we serve through comprehensive, quality services that strengthen families and meet the current needs of the community.

The Door is an unparalleled model for youth development, offering a comprehensive range of integrated services within a single site for nearly 10,000 New York City youth each year. Our mission is to empower young adults to reach their full potential by providing comprehensive youth development services in a diverse and caring environment. At The Door, youth can access health care and education, mental health counseling and crisis assistance, legal assistance, college preparation services, career development, housing supports, arts, sports and recreational activities, and nutritious meals – all for free and under one roof. By providing participants with our suite of integrated services, we seek to provide any motivated young person with the tools, resources, and opportunities needed to successfully transition to adulthood.

We are seeking a Grants Contract Administrator to provide administrative and project management support to our Facilities, Finance and Development divisions on grants compliance and invoicing. The successful candidate must have excellent written and verbal communication skills as well as prior experience working with databases, CRM systems, or grants management systems.




Manage grant invoicing and reporting for the Facilities Department’s capital grants

·        Complete monthly, quarterly and other ad-hoc reports as dictated by funders

  • Coordinate actions with Fiscal, Facilities and Development teams as needed

·        Serve as a liaison between internal and external parties during the term of individual grants contracts

·        Develop strong working relationships with funders; Initiate and maintain working relationships with agency representatives through email and telephone communications

·        Assist Finance department with invoicing and other fiscal requirements

·        Assure that all required documentation is collected and submitted to the funder in a timely manner

·        Communicate with contractors and vendors during the term of individual contracts for capital projects

·        Assist Facilities Director in locating MWBE contractors

  • Work with designated personnel within the organization to analyze and solidify an overall contract strategy
  • Report status of current contract processes to management

Manage contract procurement process for all city, state, and federal contracts

·        Review the contract guidelines and gather the appropriate forms required

·        Coordinate with program staff for contract workscopes

·        Work closely with designated Finance staff on project budgets

·        Gather insurance documents from insurance broker as required

·        Ensure appropriate program, finance and executive staff have reviewed all contract guidelines

·        Coordinate signatures from agency leadership on  contract documentation

·        Submit contract packages to appropriate government agency via HHS Accelerator and Grants Gateway online systems, mail, or in person delivery when requested

·        Work with contract managers at government agencies to address any questions related to contract packages

·        Update city and state compliance forms/systems as needed, including the NYC Vendex, NYC PASSPort, NYS VendRep, and SAM systems


  • Bachelor's degree in Business Administration or related field
  • Minimum three years working in non-profit, agencies working specifically on grant/contract administration is required
  • Strong mathematical, analytical skills, critical thinking skills and multi-tasking abilities
  • Strong attention to detail required
  • Demonstrated project management experience
  • Excellent written/verbal communication skills
  • Must be customer focused providing responsive service in a team-oriented work environment
  • Excellent knowledge and proficiency with Microsoft Office Word, Excel Outlook

Hours: 35 hours per week

Professional Level

None specified

Minimum Education Required

4-year degree