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Grants Manager, Continuum of Care

1 month ago

Columbus, United States Community Shelter Board Full time
Job DescriptionJob Description

Community Shelter Board is an award-winning non-profit organization leading a community effort to make sure everyone has a place to call home. We are seeking a Grants Manager, Continuum of Care to join our Grants and Compliance team. This position is responsible for working with the Grants and Compliance Director to implement the organization's public grants administration strategy.


ESSENTIAL DUTIES AND RESPONSIBILITIES

  1. Manage the annual HUD Continuum of Care (CoC) Process and any other federal grant application processes, including all community meeting processes, and the preparation of annual HUD CoC application and other federal grant applications for the community.
    1. Annually, develop and obtain approval for the Continuum of Care governing body’s Annual Plan.
    2. Ensure all CoC meetings occur per the Annual Plan.
    3. Maintain and drive the CoC Action Plan in order to coordinate and guide the tasks of the Continuum to enhance system performance and the CoC Application.
      • Adhere to project timelines.
      • Complete tasks on time and prepare meeting materials timely and accurately.
      • Ensure the appropriate internal reviews are completed.
      • Collaborate with the CoC Chairperson to complete required tasks.
      • Ensure Citizens Advisory Council (CAC) and Youth Action Board (YAB) representatives are given adequate accommodations to attend meetings, including (but not limited to) couriering meeting materials, texting virtual meeting links, coordinating with System Manager and Youth System Manager, coordinating transportation, and providing additional assistance, as needed.
      • Support GD and COO for other HUD-funded application processes as needed.
      • Serve as Team Lead for partner agency project application process
      • Provide one-on-one technical assistance for new and renewal partner project applications
        • Manage any and all additional administrative processes related to CSB’s designation as a Unified Funding Agency.
        • Update and maintain Permanent Supportive Housing Unit Summary, PSH cost matrix, PSH in development summary, and other housing development documentation.
      • Develop and communicate timeline to relevant parties
      • Manage call for concept papers and transition from concept paper to project plan
      • Coordinate with the System Manager to ensure CAC members have the opportunity to review, comment, and make suggestions on PSH Concept Papers
      • Coordinate with Chief Operating Officer to review and provide feedback on project plans
      • Manage CoC Application and Ohio Housing Financing Agency (OHFA) prioritization processes for projects
    4. Assist with annual review of all partner agencies.
    5. Act as Team Lead for CoC-funded partner agency reviews and write and finalize PR&C reports
    6. Review and suggest changes to PR&C Standards, monitoring policies and procedures, and guidance for enhanced-risk partner agencies
    7. Work with partner agencies to address areas of non-compliance, including (but not limited to) additional site visits, technical assistance, quarterly file reviews, and training procedures, as needed.
    8. Compile and analyze data for on-site visits and technical assistance meetings, as needed.
  2. Administer the partner agency contract activities for CoC-funded programs, including reallocation process.
    1. Track CoC spend-down and match requirements
    2. Generate projections and analyze fiscal year spending
    3. Determine reallocation budgets per partner agency requests, funding availability, and strategic goals
    4. Produce Partner Agency CoC contract amendments
  3. Monitor CoC-funded partner agencies to assure compliance with all applicable contracts, regulations, and laws governing non-profit operations.
    1. Review CoC-funded partner agency invoicing and any applicable conditions for compliance on a monthly basis.
    2. Generate HMIS Program Roster reports and work with other colleagues to ensure rental assistance payments are correct, timely, and accurate.
    3. Track CoC invoicing and make CoC draws through eLOCCS.
  4. Assist with public grant applications, including proofing and editing of proposals, gathering support documentation, coordination of letters of support and follow-up, final grant preparation, and submission.
  5. Manage the annual City of Columbus Shelter Capital Improvements Request for Proposals process.
  6. Manage CSB letter of support process.
    1. Ensure that requests for letters of support are processed in a timely manner according to CSB procedures and standards.
    2. Draft letter content and ensure the appropriate internal reviews and approvals are completed.
  7. Assist with Gateway process.
    1. Review and suggest improvements to process, materials, and partner applications.
    2. Post materials to www.csb.org.
  8. Assist with CSB funded invoices, as needed.
  9. Train other staff members on various processes, as needed..
  10. Manage self and position responsibilities in a manner which is congruent with CSB values, mission, policies, and procedures.

OTHER FUNCTIONS

  1. Provide technical assistance to CoC partner agencies within the scope of authority.
  2. Maintain rolodex and update website as needed.
  3. Attend other agency and/or organizational meetings as requested.
  4. Assure that effective communication is maintained within areas of responsibility.
  5. Provide back-up staffing for the Grants department, as needed.
  6. Provide back-up support for the Grants & Compliance Director and Chief Operating Officer, as needed.
  7. Develop strategies that can improve grant administration processes
  8. Maintain complete and adequate files, records and documentation.
  9. Actively participate in staff meetings.
  10. Effectively collaborate internally with other CSB staff to ensure best possible work products are delivered.
  11. Complete other duties as requested.
  12. Contribute to an atmosphere of dignity, respect, and diversity, and adhere to CSB’s Code of Conduct. Ensure equal treatment of others without regard to race, religion, color, national origin, ethnicity, ancestry, sex, sexual orientation, gender identity and expression, age, disability, veteran status, familial status, or socio-economic status.

KEY LEADERSHIP COMPETENCIES

  1. Is adept at gaining the trust and respect of both internal and external customers; dedicated to meeting customer expectations and requirements.
  2. Is able to marshal resources, information and activities in an effective and efficient manner to accomplish a goal.
  3. Can accurately plan projects/tasks with regards to length and difficulty. Can set objectives and goals and anticipate plan for roadblocks. Can establish processes in order to work efficiently. Is able to plan tasks and projects in a detailed and thorough manner.
  4. Is able to focus on critical tasks, appropriate time accordingly, and make decisions in a timely manner, sometimes with incomplete information and under tight deadlines and pressure.
  5. Understands group dynamics, roles, and needs of groups and their members.
  6. Written communications convey messages and information in a clear and concise manner.

SKILLS, KNOWLEDGE & ABILITIES

  1. Proven competency in writing skills and communication skills, both oral and written.
  2. Excellent organization skills.
  3. Excellent time management skills.
  4. Excellent project and process management skills.
  5. Proven ability to work independently and manage deadlines.
  6. Proven ability to manage large amounts of information effectively.
  7. Ability to get along with diverse personalities.
  8. Skilled in Microsoft Office Suite, Google Suite, and Internet

PHYSICAL OR MENTAL DEMANDS
  1. High energy level, comfortable performing multi-faceted projects in conjunction with normal activities.
  2. Ability to maintain multiple projects simultaneously.
  3. Strong analytical and reasoning abilities.
  4. Well-developed interpersonal skills; ability to get along with diverse personalities; tactful, mature, flexible.
  5. Ability to establish credibility and be decisive while supporting the agency’s needs and priorities.

REQUIRED EDUCATION/EXPERIENCE

  1. Congruence with agency mission and values.
  2. Bachelor’s Degree or comparable experience with at least two years’ experience in an office setting.
  3. Must have a valid Ohio driver’s license, proof of automobile insurance, and pass a criminal background check.

PREFERRED EXPERIENCE

  1. Experience working with homeless or other disadvantaged populations.
  2. Experience with federal regulations.
  3. Experience with financial processes, including invoicing.

JOB OUTCOMES MONITORING AND REPORTING:

  1. Documented quarterly job performance discussions with supervisor.