433 Jefferson Street
Area / Program Focus – Contracts Review, Financial Oversight, Reporting, and Funder Relations
Catholic Charities of the East Bay Background:
Founded in 1935, Catholic Charities of the East Bay is one of the San Francisco East Bay’s largest multi-service agencies. Catholic Charities’ clients include refugees arriving to the US needing wraparound resettlement supports; immigrants seeking pathways to citizenship; families and peers of homicide victims in need of emotional and material support; families at risk of having their children removed from the home in need of counseling and stability assistance; neighborhoods, students, and school districts healing from the trauma of community violence; families and individuals facing housing and employment crises in need of emergency assistance; and families in need of greater English-language proficiency to fulfill educational and employment goals.
Catholic Charities is committed to universal care, compassion, and respect and we apply these priorities to our work to alleviate poverty and inequity, and to create a more socially just community in the East Bay. All of Catholic Charities’ programming is guided by the organization’s longstanding commitment to equitably supporting everyone in need, regardless of religion, race, ethnicity, immigration status, gender identity, sexual orientation, cultural background, or other classification..
The Grants Department function at Catholic Charities includes all funding applied for and received from institutional entities including private Foundations, Corporations, and local, state, and federal government agencies. These funds currently total approximately $4M and are growing.
The Post Award Grants Manger reports to the Director of Grants and works with the Director of Grants, the Finance Department, The Quality Assurance Department, and all of Catholic Charities’ Programs, and is responsible for post-award grants management and monitoring for all federal, state, city, county, and foundation grants. This includes responsibility for all contract compliance, budget monitoring, adherence to grant outcomes and deliverables, and reporting (financial and programmatic) to our funders. We are looking for an experienced grants management professional to support the agency in multiple capacities, described below.
Essential Duties and Responsibilities:
This position manages all phases of post-award grants and contracts administration, and includes foci in four key areas: Contracts Review, Financial Oversight, Reporting, and Funder Relations.
- Contracts Review: A key area of responsibility for this position is to review all grant awards, contracts, MOUs, contract amendments, etc. to ensure that the terms of the contract are workable for the agency. The agency relies on the Post Award Grants Manager to provide a thorough review and analysis of all contracts, and to advise on any changes that need to be made prior to signature. Tasks in this area of focus include:
- Negotiating terms of the awards/contracts/MOUs, such as deliverables.
- Reviewing contracts to ensure that the legal terms are agreeable to Catholic Charities and provide edits, if necessary, as part of the negotiation.
- Providing post-award advice and guidance, both of a general nature and project-specific, to Program Directors and Managers with respect to special terms and conditions of an award, interpretation of contract language, and regulatory and compliance requirements.
- Preparing sub-award/sub-contract and consultant agreements, amendments, supplements and continuation applications.
- Financial Oversight: The Post Award Grants Manager acts as a liaison between Grants, Programs, and Finance to ensure smooth and accurate grant accounting and reporting, and to support the financial function of the management of grants in particular. Tasks in this area of focus include:
- Utilizing accounting and program database systems to set up activities and to generate, analyze, maintain and monitor budgets and program outcomes.
- Preparing data for financial reports, budgets, fund reconciliations, forecasting, analysis, and ad-hoc reports for program directors and managers as needed.
- Performing moderately complex data and financial analysis as required.
- Reviewing and approving expenditures and ensuring effective coordination between Finance and Programs regarding grant expenditures and budgets.
- Interacting with directors, managers, staff, and funding agencies to resolve moderately complex problems that cross departmental lines in order to optimize the use of funds.
- Reporting: The Post Award Grants Manager acts as a liaison between Grants, Programs, Finance, and the Quality Assurance Department to ensure smooth, accurate, and timely programmatic and financial reporting for all grants and contracts held by the agency. Tasks in this area of focus include:
- Working with the Quality Assurance Department to ensure that contract deliverables are created and negotiated to support the existing deliverables tracked in Salesforce, and then working with the Quality Assurance Department in an ongoing capacity to collaborate on Salesforce tracking as well as outcomes review and monitoring.
- Working with Program Directors and Managers to help prepare and submit the required programmatic progress reports.
- Working with the Finance Department on all financial reporting required by grants and contracts held by the agency.
- Responsible for maintaining the calendar of all reporting (programmatic and financial) due throughout the agency for all contracts and grants, and ensuring that those reports are completed in a high quality and expedient manner, in collaboration with program staff. Responsible for collaborating with Programs, Finance, the Quality Assurance Department on the project management component of reporting, discussing and determining roles on each report and ensuring that all departments understand their roles, what is needed from them, and the timeline for report compilation.
- Funder Relations: The Post Award Grants Manager acts as a liaison between Catholic Charities and our funders, and is tasked with building and maintaining strong relationships and partnerships with our funders through reporting and ongoing communication. Tasks in this area of focus include:
- Building and maintaining close working partnerships with our funding agencies, keeping them apprised of developments in our programming and our agency through official reporting channels as well as other updates and communication as appropriate.
- Working with the Director of Grants to develop and implement a funder relations strategy.
- Other Key Responsibilities: The Post Award Grants Manager will have other departmental responsibilities, including:
- Maintaining the post-award grants and contracts filing system (hard copy, digital, and database).
- Collaborating with the Director of Grants and the Pre-Award Grants Manager to build an integrated database for the department, likely on the Salesforce platform.
- Ongoing close collaboration with the Pre-Award Grants Manager to share information and inform both grant application strategy and contracts management.
- Performing general functions related to grants management and other administrative duties as assigned by the Director of Grants.
- Timely monthly review of financial statements by fund to ensure no over or underspending of grant revenue.
- Timely and accurate submission of grant reports (programmatic and financial) to funders.
- Collaboration with programs to ensure the timely achievement of grant deliverables and outcomes.
- Building and maintaining positive relationships with funding partners.
Experience - a successful candidate will have the following:
Experience, Education, and Skills Qualifications:
- Past experience in post-award grants management for both government and foundation grants and contracts (both programmatic and financial grants management) strongly preferred. High-level government grants management experience strongly preferred.
- Minimum of three years of experience in grants management or a related area which included budget development, analysis, and monitoring; contracts review and compliance; and significant internal and external collaboration.
- College degree required from a four-year institution.
- College degree preferred in public or business administration, finance, or accounting, or equivalent.
- Skills and Knowledge:
- Experience with interpreting, editing, and writing contracts and agreements.
- Experience with detailed contract review to advise multiple stakeholders on the contents of a contract and to lead a conversation about potential changes if needed.
- Experience with contract negotiation.
- High-level understanding of nonprofit accounting and grants and contracts financial management required.
- High-level understanding of fund accounting and budgeting required.
- Must be able to develop budgets in Excel.
- Expert in Microsoft Word and Excel.
- Microsoft Access experience strongly preferred.
- Salesforce experience preferred.
- SmartSheet experience preferred.
- Other Key Skills & Knowledge:
- Excellent organizational skills. Must be able to prioritize responsibilities properly and handle multiple tasks relating to concurrent grant projects.
- Excellent project management skills, including timeline generation, roles assignment, and tracking of benchmarks.
- Excellent written and verbal communications skills.
- Ability to work well under tight deadlines.
- Excellent customer service skills to interact well with a wide range of internal and external stakeholders.
- Strong analytical skills leading to excellent problem solving.
- Ability to exercise good judgment in confidential matters.
- Demonstrated administrative abilities including attention to detail.
- Cooperative, friendly, and helpful attitude with clients and co-workers. Ability to work closely with other employees to ensure positive, constructive environment within the program or department and throughout the agency.
- Ability to thrive in a flexible, fast-paced and growth-oriented environment, while maintaining a sense of humor and a positive, solution-oriented approach.
- Ability to work independently and in a team setting.
- Have an appreciation for the role of a church affiliated agency in the human service area.
- Valid driver’s license required and proof of insurance is required.
- Passion and enthusiasm for the mission of Catholic Charities and its clients.
- Highly effective leadership; demonstrates a fundamental respect for the dignity of others. Works collegially and is a proven team builder. Inclined to coach and teach in order to improve knowledge and ability of others, but holds people accountable for results.
- An innovator, capable of creating and building strategic partnerships with parishes and other organizations.
- Understands and values quality improvement; applies managerial and technical skills to measure and improve efficiency and effectiveness and ensure compliance with all regulatory and contractual obligations. Able to effectively address overlapping projects and deadlines. Adaptable and reliable in face of conflict, crisis, or changing priorities.
- A demonstrated commitment to diversity and inclusion; valuing a diversity of perspectives and encouraging contributions by all team members.
- Business “literate,” understands financial reports, applies data to assess business effectiveness and efficiency and acts in a fiscally responsible manner.
- Ability to thrive in a flexible, fast-paced, accredited, and growth oriented environment while maintaining a positive solution oriented approach.
- Excellent organizational skills. Must be able to prioritize responsibilities and handle multiple competing priorities at all times.
- Ability to work independently and in a team setting and set goals for oneself and the Department.
- Ability to exercise good judgment in confidential matters.
- Excellent verbal and written communication skills. Must have the ability to see all points of view, effectively mediate miscommunications, and broker productive relationships to ensure the completion of cross-departmental projects on a regular basis.
- Supervisory Responsibility
- There is no supervisory responsibility in this position.
- Budget Administered
- This position does not administer a departmental budget.
- Physical Requirements:
- Requires ability to sit up to 6-8 hours per day with intermittent occasional walking, standing, bending, and squatting.
- Occasionally may be required to lift items up to 25 pounds to a height up to 3 feet.
- Occasionally may be required to carry items up top 10 pounds for distances up to 500 feet and up to 25 pounds for distances up to 20 feet.
Necessary Forms of Communication: Reading, writing, hearing, and speaking English.
Minimum Education Required