Job Description

POSITION OVERVIEW

Reporting to the Director of Grants and Contracts, the Grant Manager will lead the effective and efficient administration of a complex grant’s portfolio throughout the entire post-award life-cycle, from planning, implementation, monitoring, sub-contract management and grant close-out procedures. The Grant Manager will provide expertise and leadership to post award management requirements, ensuring compliance with all funder regulations, policies and procedures, as well as those of FPHNYC. Additionally, the Grant Manager will act as the key relationship partner with DOHMH and funders, and functions as the administrative lead and high-level project manager on all post-award matters.

RESPONSIBILITIES

The Grant Manager responsibilities include:

• Proactively monitor and manage grant progress, in partnership with DOHMH, to ensure project goals are met. Identify barriers to workflow, efficiency and vendor management and participate in issue resolution. Develop timely and sustainable remediation plans. Communicate required actions to all related parties. Share “best practices” with colleagues.

• Review award notices to verify accuracy of awards and obligated fund balances. Make recommendations in order to maintain fidelity to the notice of award, including extensions and modifications. Interpret and apply federal and state rules, regulations and compliance requirements; assist program partners in understanding applicable regulations and policies; maintain thorough understanding of all funder-specific requirements.

• Assist with mitigating ongoing risks associated with projects including tracking of approved and awarded funding. Effectively identify, communicate and escalate issues around compliance and timelines to ensure successful outcome.

• Oversee and organize all grant files according to established protocols, including maintaining file of complete award documents including submission of grant deliverables (programmatic, financial or audit related).

• Build and maintain strong relationships with internal and external partners and other stakeholders.

 Day to day tasks include but are not limited to:

• Contracting – manage lifecycle of sub-recipient, vendor and other procurement agreements. Advise DOHMH on sub-contract scopes of work and facilitate the execution of sub-contracts; ensure vendor selection method, price justifications and deliverables are clearly stated and in line with the grant objectives. Review and approve contract payments including verifying allocations and the submission of appropriate supporting documentation. Manage competitive bids and RFPs as needed.

• Human Resources – advise DOHMH and in-house HR on open grant funded positions and ensure that funder requirements are met.

• Budgeting – monitor expense reports and spending rates to ensure that full budget potential is achieved. Utilize budget analysis to address programmatic needs.

• Purchasing – review all purchase and reimbursement requests for appropriateness, and ensure that all vendors and purchases are in compliance with established administrative and financial policies, procedures, and sound business practices.

• Reporting – maintain individual grant portfolio calendar and establish timelines for DOHMH partner report submissions. Prepare and coordinate with in-house financial partner all submissions of financial reports to funding agencies. Ensure that all submissions are accurate, timely and compliant with funder and FPHNYC rules, regulations, documentation requirements, and processes.

• Perform other duties as assigned.

QUALIFICATIONS

The position requires knowledge and skill in applying analytical and evaluative techniques to the identification and resolution of grants administration and project management issues.

• BA/BS Degree + 5 years grant or project management experience, Master’s degree a plus. • Excellent analytical, problem-solving and communication skills.

• Demonstrated experience managing post-award activities; knowledge of laws, principles, rules and policies relating to management of grants, including administrative requirements and cost principles.

• Strong budgeting experience, including ability to review, monitor and analyze budgets and perform expenditure planning a plus.

• Highly organized and systematic, with attention to detail.

• Able to work independently with an aptitude for multi-tasking and managing multiple projects.

• Collaborative work style with eagerness to continually learn and grow. • Patience, flexibility, adaptability, and a sense of humor.

• Intermediate to advanced skills in Office 365 suite, particularly Excel.

SALARY AND BENEFITS: 

The organization offers a comprehensive benefits package including an excellent work life balance. The salary range is $70,000-$75,000 commensurate with experience.