Grants & Contracts Administrator (Limited Term)

If you think you have what it takes but don't necessarily meet every single point listed below, please apply - you could be exactly who we are looking for! 

Panorama is a platform for social change dedicated to solving the world’s most intractable problems. Our goal is to maximize social impact by partnering with visionary leaders, social entrepreneurs, nonprofit organizations, and the private sector to codevelop solutions with audacious thinking, radical collaboration, and bold action. Panorama’s value proposition is helping partners to operate in smarter, more impactful, and more efficient ways. 

The Panorama Group is a community of organizations that includes:   

• Panorama Global, a social impact nonprofit that empowers changemakers through radical collaboration, 
• Panorama Strategy, a social purpose consultancy that accelerates progress for clients through audacious thinking, and  
• Panorama Action, which mobilizes voices and resources through bold action.   

Position Summary 

Our dynamic organization seeks a Grants and Contracts Administrator to manage the day-to-day needs and activities of Panorama’s contracts and grants portfolio. This position is a part of the Finance & Operations team, which is comprised of 16 team members across four specialized functions: Grants, Contracts & Compliance (GCC), Business Systems and Operations, Finance, and Financial Planning & Analysis. 

Reporting to the Senior Manager, Grants & Contracts, the successful candidate will demonstrate a high-level understanding of grants and contracts management and grantmaking, with an ability to handle shifting priorities and multiple projects, an extraordinary attention to detail, a love of operational excellence, and be skilled in developing strong, trusting relationships with a range of internal and external partners. 

This position is an exempt, limited-term role with an anticipated duration of 6 months, with potential to continue beyond this date pending confirmation of future funding. 

This position reports to the Senior Manager, Grants & Contracts and is available on a fully remote basis within the United States. 

Essential Duties & Responsibilities 

The Grants and Contracts Administrator will oversee a portfolio of Panorama’s sponsored projects and programs, performing the following essential duties and responsibilities:  

Grants Administration: 

• Lead the review, negotiation, and execution of complex grant agreements; coordinate with program teams, sponsored project leads, and partners as needed. 
• Coordinate with colleagues across teams to identify and manage restricted grants requiring detailed expenditure tracking and financial reporting. 
• Provide expert subject matter support and review of complex funding proposals; serve as compliance reviewer for reports for both incoming and outgoing grants. 

Grantmaking: 

• Conduct comprehensive organizational due diligence for Panorama Global grantmaking activities within the assigned portfolio. 
• Develop and draft outgoing grant documentation (including agreements, amendments, and terminations); ensure accurate and timely forwarding to the Coordinator, Grants and Contracts for DocuSign uploads. 

Contracts Administration: 

• Lead the drafting, review, negotiation, and execution of complex contract documentation, including but not limited to fiscal sponsorship agreements, service agreements, MOUs, licensing agreements, amendments, renewals, close-outs, and terminations. 
• Conduct detailed redline reviews of revised agreements, venue agreements, NDAs, and similar documents; lead negotiation discussions to resolve issues. 
• Independently negotiate contract terms & conditions with minimal supervision, working closely with the Senior Manager, Grants & Contracts for escalations and more complex negotiations, especially those involving increased organizational risk. 
• Conduct Worker Classification review and approval for incoming contract requests, coordinating with the Senior Manager, Grants & Contracts for escalations or more complex cases and negotiations. 

Grants and Contracts Operations: 

• Facilitate and streamline internal review and approval processes for new agreements, expense commitments, incoming revenue, and grantmaking activities within the assigned portfolio of Panorama sponsored projects and programs. 
• Ensure thorough documentation and organized file structure by downloading request forms, SOWs, and related documentation to shared files, maintaining updated records for the portfolio. 
• Ensure compliance with organizational policies, donor requirements, and regulatory guidelines across all grants and contracts. 
• Assess and mitigate risks associated with grant and contract management, including financial, legal, and reputational risk.  
• Prioritize and track workflow through effective handling of complex incoming requests and updating Salesforce records specific to the portfolio. 
• Serve as the primary point of contact for related questions and requests from internal team members, vendors/consultants, and sponsored project leads within the portfolio. 
• Provide guidance and training to program staff and partners on grant and contract compliance, reporting, and best practices. 
• Offer thought partnership and collaborative support to GCC colleagues and cross-functional teams across the organization on matters related to grants and contract management. 
• In partnership with Senior Manager, Grants & Contracts, contribute to the development and revision of organizational policies and processes related to grants, contracts, and compliance. Identify opportunities to streamline grant and contract processes, enhance efficiency, and implement best practices.  
• Provide surge capacity and coverage for GCC colleagues as needed. 
• Perform other operational or administrative duties as requested or as responsibilities dictate. 

Organizational Engagement & Participation: 

• Embrace challenges and ambiguity as opportunities for action. 
• Demonstrate curiosity and a commitment to learning and adapting. 
• Add value to your team and the organization. 
• Actively participate in enhancing Panorama’s culture through team activities and initiatives. 
• Represent Panorama externally as a brand ambassador. 
• Contribute to process improvements and the evolution of our social change platform. 
• Provide timely inputs for initiatives, proposals, reports, and knowledge-sharing efforts as needed. 
• Maintain accurate and timely records of data and other information using Harvest, Salesforce, SharePoint, and other tools. 
• Participate in Learning & Development opportunities, including First Friday Learning sessions and other training sessions. 

Typical Knowledge, Skills and Abilities 

• Bachelor’s degree and at least 5 years of relevant experience, or equivalent combination of education, training, and experience. 
• Minimum of 3-5 years of experience in grants and/or contracts administration within a non-profit, philanthropic organization, or social impact organization.
• Experience with grants management and/or project management systems. Specific experience with Salesforce, Sage, and/or Asana preferred. 
• Demonstrated experience in managing complex federal, state, or private grants and contracts, including the ability to interpret and apply complex regulations and guidelines. Experience with government funding is a plus. 
• Familiarity with industry best practices for policies and procedures related to grants and contracts management and grantmaking, including risk assessment and mitigation. 
• Demonstrated ability to effectively manage a high volume of work, with multiple projects and competing priorities simultaneously, with the ability to recognize and escalate issues as necessary.  
• Fluency in written and spoken English required. 

Desired Qualifications & Ideal Candidate Qualities 

• Strong track record of outstanding and sustained information and workflow management, with experience in implementing processes, systems, and tools that increase accuracy, effectiveness, and efficiency. 
• Extraordinary attention to detail and organizational skills, with the ability to balance competing priorities while maintaining excellent attention to detail and striving to build efficiencies. 
• Excellent interpersonal and communication (written and oral) skills, with the ability to take initiative and work independently or as part of a team with minimal supervision. 
• Ability and desire to learn and implement new skills or technologies on the job. 
• Demonstrated commitment to diversity, equity, and inclusion, and Panorama’s values, including cultural sensitivity when dealing with diverse stakeholders. 

This job description may change as our team continues to grow and evolve – we hope you’ll be excited to evolve with us as we scale and increase our impact.