Program Operations and Grants Manager

Position Title:

Program Operations & Grants Manager

Position Duration:

Full time

Org  Unit:

Economic Mobility

Reports to:

Program Director

Employment Status:

W2 - Remote

Salary:

$30-40/hour

40/week

FLSA Status:

Non - Exempt

Position Summary

Impact Charitable is a non-profit organization based in Denver, Colorado with a track record of delivering high-quality, community-centered direct cash assistance & guaranteed income programs. To date, we have distributed over $44 million to low income communities  through nearly a dozen direct cash programs across the United states serving nearly 26,000 individuals. 

Impact Charitable is seeking a dedicated and skilled  Program Operations and Grants Manager.  In this role, you will play a crucial part in ensuring the smooth operations of our economic mobility programs while managing the performance and compliance of  a portfolio of institutional and government grants . The ideal candidate will possess a combination of program management/operations experience along with grant/compliance management, strong communications skills and a strong commitment to Impact Charitable’s mission.

Essential Duties

Grant Management

• Develop budgets for donor proposals based on allowable costs, other pooled funds, and ease of administration of the funds. Support budget revisions and realignments. 
• Initiate donor reports, including coordinating reporting schedules and required internal and external inputs, providing required background information, developing templates to complete, and be accountable to ensuring all donor reporting deadlines are met.
• Organize grant launches to summarize key milestones, deliverables, and reporting for new incoming grants and set up in Asana. Develop and monitor compliance checklists. 
• Support due diligence and grant compliance, ensuring consistent practices against grant agreements for all Economic Mobilitye programs across all teams and organizational functions, including finance, procurement, hiring, contracting, etc. 
• Maintain a contemporary understanding of Uniform Guidance to enable assistance and coordination of grant compliance for Federal Awards.
• Maintain records of source documents to inform grant compliance in a single consolidated location.
• Support the Economic Mobility team in gathering organizational operational and financial data for proposal development.
• Support de-obligation process to remit unused funds back to donors after award close-out, including determining de-obligation amount, drafting de-obligation letter, sending letter, and ensuring funds are returned.
• Support the Finance team in responding to annual Single Audit requests and other monitoring/audit requests by funders.

Budget Management & Processing 

• Support the Economic Mobility team in processing invoices, monthly stipends, and other program transactions for execution by the Finance Team. 
• Enter vouchers in C-suite and allocate to the correct fund and accounting code, ensuring all expenses entered by funder are allowable expenses, 
• Lead processing of monthly reimbursements with donors, including ensuring compliance with all award requirements and aligning with expenses in Impact Charitable accounting system (C-Suite,)
• Support in forecasting in partnership with Directors, Program Managers and in coordination with the Finance Team.

Program Operations

• Draft services and sub-grant agreements as needed in partnership with Program Managers and for review by the Director. Ensure all agreements include grant/award compliance terms, and are vetted by legal counsel as required.
• Process monthly Direct cash payment Administrator (i.e. Aidkit)  payments and assign funders based on award requirements and available funds to produce working paper for processing.
• Oversee monthly payment facilitation programs (i.e. Build with Families), including initiating approval with external partners, developing upload sheets for USIO, ensuring accuracy, and managing all wire needs and forecasting cash flow.
• Support the Economic Mobility Program team in managing community-based organization partners, including sending and tracking completion of partner agreements, supporting partner communication, sending and tracking of invoices, and other administrative tasks required.
• Coordinate external meetings, including supporting logistics (virtual and travel), meeting minutes, and communication with meeting attendees.
• Review incoming applications for Economic Mobility programs against eligibility criteria and assess if verification documents meet standards set forth in program operating procedures, as needed 
• Coordinate on-boarding of new members to the Economic Mobility team in partnership with Sr. Director of Economic Mobility & Direct Cash and Operations Director
• Contribute to the development of organizational budgets, reporting, and other operations plans.
• Other work, as required and assigned by manager/s

Operations Support 

• Support ongoing organizational operational needs as required and assigned by manager.

Reporting Structure: Dually report to Sr. Director of Economic Mobility & Direct Cash and Controller

Other Duties & Responsibilities

Liaise with the Program Director periodically to discuss progress.

Key Competencies

• At least three years of professional work experience, ideally providing administrative support or program coordination for a complex organization. 
• Attention to detail and track record of delivering high-quality work 
• Strong communication skills, including written communication, and ability to proactively communicate across stakeholders and with direct manager 
• Strong project management skills with an ability to track and manage multiple tasks among different programs simultaneously 
• Experience working across multiple project management platforms (Slack, Asana, Notion, Google Drive)
• Strong time management skills and ability to effectively self-manage time to complete required deliverables
• Familiarity with Uniform Guidance principles
• Proficient in spreadsheets (Excel and/or Google Sheets)
• Belief in Impact Charitable’s mission to redistribute capital towards communities that face structural exclusion and reduce barriers to economic prosperity
• Experience working or volunteering with non-profit organizations who have strong social missions

Work Environment

• Possible travel once a quarter for in-person meetings for this scope of work.
• Remote