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Grants & Operations Manager

2 months ago

Portland, United States Sexual Assault Response Services of Southern Maine Full time

Position: Grants & Operations Manager

Reports to: Executive Director

Job Type: Full-time, (40-hours per week), with additional on call hours as assigned

Classification: salary, exempt (non-union position) Pay: 55-62K

Location: Hybrid (in-person & remote), Portland, ME, with occasional travel to Cumberland & York Counties

ABOUT SARSSM: How would you like to be a change agent, working in a small but powerful setting? SARSSM is committed to being anti-racist, inclusive, and diverse through all levels of the organization. Would you like to work in a place that seeks to hire folks whose lived experiences and identities are reflective of the vibrant and diverse communities that we serve?

Since 1973, Sexual Assault Response Services of Southern Maine (SARSSM), a nonprofit 501(c)(3) organization, has provided free, confidential supportive services to people impacted by sexual violence, child sexual abuse, sexual harassment, and trafficking. Our Advocacy work in Intervention, Prevention, and Engagement programs & services is impactful. Join us in this rewarding work

Make a Difference. We could not do the direct client work we do without the know-how and can-do of experienced, systems-oriented staff ensuring that a sound foundation exists to support the work.

Invested Team. SARSSM has an unyielding commitment to our clients & mission; does this resonate with you?

We See You Too: SARSSM provides a supportive, collaborative work environment that focuses on the growth & development of its employees. SARSSM is an open union shop, we are invested in positive employment experiences for all staff. We maintain solid practices and policies that uphold professional standards while affording healthy work-life balance.

Great benefits package includes generous paid time off, professional development opportunities, 403b match, and a great health/dental/vision plan.

POSITION OVERVIEW: Through an equity lens, the Grants & Operations Manager ensures the integrity and efficiency of SARSSM operations, infrastructure, IT and select human resources functions.

HELPLINE

All SARSSM employees are Advocates. Staff are required to provide on-call coverage for the 24-hour crisis & support Helpline. Helpline duties include providing coverage for assigned shifts, on a rotation, with frequency of shifts dictated by staffing levels. SARSSM fully trains folks to fulfill these duties. Additional on-call pay rates apply.

DUTIES

  • Oversee grant management to ensure that (a) accurate, timely financial statements are prepared in accordance with grant requirements; and (b) grant applications, reports & thank-you notes are prepared and submitted on a timely basis.
  • Research & assist with identifying & writing applications for ongoing and new grant opportunities.
  • Develop budgets for awarded projects.
  • Manage contractors, vendors, and associated contracts and agreements.
  • Assist with drafting & implementation of new contracts, amendments, renewals, and terminations. Manage them for consistency of terms, track related invoices, and coordinate the onboarding of new contractors.
  • Research, develop, draft, implement and revise business policies, procedures, methods, and guidelines.
  • Evaluate and evolve current operational procedures and provide strategic recommendations for improvements as needed.
  • Provide training for key employees regarding their program budgets, funding sources, and restrictions.
  • Assist in SARSSM business operations including select human resources tasks, vendor management.
  • Provide support to external bookkeeper and financial operations, such as budget preparation, purchasing, credit card management and annual audits as needed.
  • Manage and maintain databases of accounts, individuals and organizations
  • Monitor timesheets, track employees' paid time off, and process biweekly payroll to assist bookkeeper
  • Implement administrative onboarding and termination activities, including facilitating required background checks and training for staff and volunteers.
  • Develop and oversee monthly Helpline shift assignment/schedule.
  • Ensure facilities, supplies and equipment inventories are maintained.
  • Participate in SARSSM Labor Union contract negotiations as part of the management team.
  • Oversee special projects and other duties as assigned.
The above is intended to describe the essential responsibilities, required skills, and minimum qualifications for the role. Additional duties as directed by the Executive Director may be assigned.

QUALIFICATIONS: The requirements listed below are representative of the knowledge, skill, and/or ability needed for success in this position.
  • Bachelor's degree in business administration, nonprofit management, or a related field, or equivalent combination of education and experience.
  • Experience with state and federal grants and contracts, and familiarity with the regulations pertaining to those.
  • Demonstrated understanding of HR principles and state and federal policies.
  • Experience overseeing operations and making strategic process improvements, including leveraging technology to improve efficiency and outcomes.
  • Strong communications and interpersonal skills, including ability to negotiate with and manage partners and vendors and to work productively with colleagues.
  • Strong computer skills and ability to quickly master software and online platforms specific to the organization's operations. Software and online platforms currently used by the organization include Quickbooks, Microsoft Office Suite
  • Comfort with and ability to manage multiple projects and deadlines
  • A commitment to social justice and building the power of regular people to make change.
JOB REQUIREMENTS
  • Successfully complete a 40-hour sexual assault advocate training, mandated reporter training and anti-harassment trainings within specified timeframe.
  • Access to reliable transportation with applicable insurance.
  • Current, valid driver's license or State ID.
  • Excellent written & verbal communication skills with fluency in English. Knowledge of other languages is an advantage.
  • Technical competency in Google Suites, Zoom, Microsoft office, Canva, etc.
  • Participate in agency events, including special events, outreach/awareness & donor engagement events.
  • Frequent local travel, with regular on-call evening & weekend shifts as necessary in order to accomplish job responsibilities.
  • Employment is conditional upon successful clearance of background screening including Child Abuse Registry, Maine Criminal and Federal Fingerprinting, and SARSSM probationary period.


SARSSM is an Equal Opportunity Employer and will consider all qualified individuals, regardless of race, sex, gender identity/expression, language, religion, political affiliation, age, socio-economic status, physical appearance and abilities. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of their role.

In support of our values, SARSSM strives to ensure accurate, ethical, and equitable policies and practices. We believe in regular assessment, reflection, and the pursuit of growth, whether on the individual level or as an organization.

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