Senior Grants Administration & Compliance Manager

Civic Works seeks a Senior Grants Administration & Compliance Manager to oversee grants and contracts for workforce development and energy programs. Key responsibilities include ensuring compliance, managing grant data, preparing reports, and improving processes. The role involves collaboration with finance and program staff, staff management, and a focus on equity in job access and sustainability. This position is fully remote.
About the position

The Senior Grants Administration & Compliance Manager at Civic Works will play a pivotal role in coordinating the development and execution of grants and contracts related to workforce development and energy programs. This position is essential for ensuring compliance with grant requirements, managing grants and contracts, overseeing a grants database, and preparing fiscal and narrative reports. The manager will be responsible for driving improvements in existing processes and procedures, monitoring staff compliance, and developing effective administrative systems. A key focus will be on streamlining grant reporting and data operations across the Energy Programs and workforce development areas, with an emphasis on advancing equity in job access, job quality, and environmental sustainability. In this role, the manager will oversee grant data management, ensuring that data collection, formatting, and submission meet funder requirements. This includes designing processes for data quality, managing data security, and analyzing data to demonstrate the impact of programs. The manager will also centralize grant reporting operations, manage the development of narrative reports, and create financial reports and invoices. Collaboration with finance, grant writing, and program staff will be crucial for developing policies and procedures related to grants and contracts, ensuring compliance with award terms, and managing public grants budget tracking. Additionally, the manager will design strategies for braiding funding sources and co-enrolling participants across programs, ensuring that grant eligibility requirements are met. Staff management is also a key component of this role, requiring the recruitment, supervision, and development of program staff while fostering an inclusive and equitable work environment. The manager will set performance standards, provide feedback, and continuously improve program operations based on data analysis.

Responsibilities
• Oversee grant data collection, formatting, and submission to meet funder requirements.
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• Design and oversee processes for ensuring data quality including monitoring Salesforce and resolving issues with duplicate records.
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• Develop and update spreadsheets to analyze data and identify trends and gaps.
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• Manage processes for maintaining data security with sensitive participant and financial data.
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• Oversee the design of changes to Salesforce to support new data reporting requirements.
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• Create training documentation and standard operating procedures for staff completing grant data entry.
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• Analyze data to demonstrate the community, economic, social, or environmental impact of the programs.
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• Centralize grant reporting operations across workforce development and Energy Programs areas.
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• Manage the development and submission of monthly and quarterly narrative grant reports.
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• Design and manage new quantitative measures and data collection processes for program impact.
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• Create and submit financial reports and invoices, utilizing payroll and accounting data.
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• Lead a collaborative effort with finance, grant writing, and program staff to develop policies and procedures related to grants.
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• Analyze award requirements and develop recommended changes to existing program policies.
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• Complete pre- and post-award reviews to support compliance with contractual requirements.
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• Manage planning for funder audits and monitoring, responding to information requests.
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• Design procurement processes that ensure compliance with funder purchasing requirements.
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• Manage public grants budget tracking on expenditures and funding balances.
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• Design and manage strategies for braiding funding sources across the programs.
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• Oversee participant grant eligibility requirements and implement processes for ensuring eligibility.
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• Recruit, supervise, lead, retain and develop the skills of program staff.

Requirements
• Five years of relevant project, grant, and/or data management experience.
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• Prior people management experience.
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• Experience creating, analyzing spreadsheets and data, and communicating insights on patterns and gaps.
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• Experience managing grant reporting and compliance, developing policies/procedures, and working with relational databases such as Salesforce.
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• High level of proficiency with Microsoft Excel and Google Sheets required.
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• Demonstrated commitment to racial equity and inclusion.

Nice-to-haves
• Strong computer skills and database management skills.
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• Strong initiative and creativity, able to excel while working independently.
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• Strong organizational skills and ability to manage multiple projects simultaneously.
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• Exceptional personal responsibility for meeting goals and a track record of success.
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• Ability to recognize problems, develop innovative solutions, and implement them.
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• Ability to communicate effectively, both orally and in writing.
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• Strategic thinker with the ability to align compliance initiatives with organizational objectives.

Benefits
• Flexible work schedule with a minimum of two days per week in-person work.
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• Opportunities for professional development and career advancement.