Grants Administrative Associate

First Place For Youth-Join Our Team Video

Are you dedicated to empowering and supporting youth, regardless of their background? We're searching for passionate individuals to make a positive impact on the lives of foster youth. Become an integral part of their transformative journey and join the First Place for Youth team.

About First Place for Youth, We’re a leading non-profit organization dedicated to supporting foster youth in their transition to adulthood, with a focus on education, employment, and housing. We believe that all young people deserve the opportunity to thrive and lead successful, independent lives. Our comprehensive programs empower foster youth to overcome the unique challenges they face and build the skills, confidence, and connections they need to succeed.

Why Work at First Place For Youth:

• Meaningful Impact:  Help to transform the lives of foster youth on the cusp of adulthood. Your role will support them in their journey to conquer challenges, achieve independence, and fulfill their aspirations.
• Innovative Approach: We thrive on innovation, pushing the boundaries of foster care support. Your voice here matters, and you’ll contribute to programs that redefine the futures of these young lives.
• Collaborative and Supportive Environment: Embrace a dynamic and supportive workplace, where every team member is valued. Together, we're a force dedicated to uplifting youth. Expect professional growth, fueled by teamwork and collaboration.
• Comprehensive Benefits: We value the well-being of our employees and offer a comprehensive benefits package. From health and wellness benefits to retirement plans, we ensure that our team members are taken care of so they can focus on their important work supporting foster youth.
• Culture of Diversity and Inclusion: We celebrate diversity in every form. At First Place for Youth, inclusivity reigns, creating a workplace where all voices are heard, respected, and empowered.

POSITION SUMMARY: The Contracts Administrative Associate is a detail-oriented, proactive, and problem-solving professional. This individual has strong analytical skills, technical writing skills, and provides high-quality organizational support. Under the direct supervision of the Contracts & Compliance Manager, this position will carry out high-level professional administrative tasks to support government contracts, compliance, and special projects related to the sectors of child welfare, homelessness and housing, and workforce development. The Contracts Administrative Associate will ensure programs remain in compliance with contractual agreements and record-keeping documentation requirements for public funds through ongoing compliance monitoring and training.

This role researches and analyzes information, composes documents, and presents data in a clear and concise manner to appropriate personnel. The Associate is flexible and proactive, and uses these skills to develop solutions in response to tactical challenges in order to advance a defined strategic direction. With competing deadlines and assignments coming from a variety of sources, the Associate maintains a professional demeanor in all situations.

The Contracts & Compliance Department researches, writes, packages, and submits all government proposals including new and renewal bids. The Department is responsible for ensuring contract requirements for all public contracts by coordinating compliance with all internal departments.

Essential Duties and Responsibilities:

• Quality Assurance
  1. Lead the agency-wide internal program file audit process including conducting quarterly audits of paper and electronic documentation.
  2. Develop and maintain records of compliance-related activities, including maintaining the current agency accreditation through Council on Accreditation; may take on lead coordinator duties for renewal cycles.
  3. Maintain document storage and filing in accordance with agency policy.
  4. Assist in maintaining participant records in accordance with policy including supporting all chart review, program and funder audits.
• Grants Administration
  1. Maintain contracts records, including grant tracking and maintaining moderately complex spreadsheets.
  2. Attend external stakeholder and other relevant meetings as needed.
  3. Prepare agency for all external contract/grant monitoring site visits by auditing client files, preparing various agency documents, and supporting staff to prepare for the visit.
  4. Assisting with budget revisions and amendments, leading these efforts when appropriate.
• Grant/Technical Writing
  1. Work with the Contracts & Compliance department to draft public funding applications in response to various Request for Proposals (RFP/RFQ) and assemble proposal packages, including but not limited to writing and/or copyediting narratives, gathering necessary data from program, finance, and evaluation staff
  2. Draft and submit reports all reports in timely manner.
  3. Draft various policies and procedures based on contract language and relevant regulations.
• Subcontract Management/Monitoring
  1. Conduct monitoring review of all subcontractors to ensure compliance under scope of work, outcomes, eligibility, reporting, etc.
  2. Maintain subcontractor agreements by revising MOUs and coordinating execution.
  3. Monitor and manage the performance and execution of all subcontractors.
• National Accreditation
  1. Assist with tracking, organizing, and drafting policies and procedures as needed. Provide required updates as needed.
  2. Coordinate accreditation site visits and other meetings as required.
• Other projects and duties as assigned

Qualification and Requirements:

• Bachelor’s Degree required.
• Minimum 3-years professional work experience, with 1-year experience coordinating projects required.
• Grants and contracts experience preferred, such as assisting in the development and preparation of contracts - familiarity with monitoring contracts within the sectors of child welfare, homelessness and housing, and workforce development desired.
• Must have strong analytical skills and be able to interpret analytical data.
• Proficiency with Microsoft Office applications including Word, PowerPoint, Outlook, and Excel (particularly in building moderately complex workbooks).
• Strong written, verbal, interpersonal, and presentation skills.
• Experience with writing technical or fundraising proposals is strongly preferred - Grant writing experience is a plus.
• Must be able to multitask in a fast paced, deadline-driven environment, to think strategically and creatively, and to communicate and implement innovative ideas successfully.
• Availability for regional travel as needed.
• Availability for occasional evening and weekend work and some travel as needed.
• Commitment to cultural competency and diversity – Deep commitment to social justice and systems change that addresses barriers based on race, ethnicity, sexual orientation or gender identity.

Benefits:

• 15 days of vacation time in the first year
• 12 days of sick time
• 2 floating holidays
• 15 paid holidays
• Employee’s choice of Kaiser or UCH HMO/PPO with up to 90% of the premium covered by First Place on certain plans
• Principal dental and vision coverage with up to 90% of the premium covered by First Place
• Paid baby bonding leave
• Healthcare and Dependent care FSA plans
• Principal basic life and voluntary life insurance coverage
• Employee Assistance Program
• 401(k) retirement savings plan with matching contributions
• Annual reimbursement for continuing education
• Paid sabbatical
• Paid maternity and paternity leave

*We do not offer relocation assistance Local candidates preferred

*Pay will be determined based on Education and Experience.

If you are passionate about making a difference in the lives of transition age foster youth and want to join a dynamic and impactful organization, we invite you to apply. Together, let's empower transition age foster youth to achieve their dreams and build a brighter future. To learn more about First Place For Youth and view our current job openings, please visit our website at www.firstplaceforyouth.org/careers.

We are unable to sponsor work visas now or in the future.

First Place will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act, the San Francisco Fair Chance Ordinance, and applicable law. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. Find out more about the Fair Chance Act by visiting the California Civil Rights Department Fair Chance Act webpage or reviewing this guidance provide by the City of San Francisco. For additional information regarding your rights, please also review the Summary of Your Rights Under the FCRA.