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Grants and Operations Coordinator

2 months ago

Arlington Heights, Illinois, United States HandsOn Suburban Chicago Full time
Job Overview

Position Summary:
The Grants and Operations Manager is responsible for overseeing and administering the organization's grant activities, ensuring adherence to compliance standards, timely submissions, and accurate reporting. This role also encompasses financial management and budgeting for the organization, contributing to the strategic development of the organization’s goals, and managing daily office operations.

Grant Management Duties:
  • Oversees grant management processes, ensuring compliance and accurate reporting, including the analysis of allowable expenses, budget oversight, billing, documentation, and reconciliation.
  • Ensures integration of the organization’s cost allocation plan into grant and contract monitoring.
  • Assists in drafting grant proposals.
  • Collaborates with the Development and Program teams to prepare materials for new and renewed contracts.
  • Engages with the program team to assess the impact of program activities on existing funding sources.
  • Prepares and submits reporting documents to government entities and funders, ensuring timely compliance with all grant requirements.
  • Monitors grant expenditures in collaboration with program teams.
  • Leads the development of grant budgets and generates monthly financial reports.
  • Supports monitoring and audit requests from government funding agencies.
  • Prepares grant budgets and processes electronic payment requests.
  • Coordinates with program and development staff for quarterly reviews of program performance and necessary budget adjustments.
  • Implements performance measures for grants aligned with the organization’s strategic objectives.
  • Conducts financial analyses as needed.
Operational Responsibilities:
  • Prepares bank deposits and manages financial transactions.
  • Conducts monthly budget and expense analyses for program grants and makes necessary accounting entries.
  • Assists the Finance Contractor with month-end closing procedures.
  • Reviews bi-weekly payroll and performs related accounting tasks, collaborating with payroll specialists to prepare necessary vouchers.
  • Advises leadership on financial trends and balances.
  • Provides information for external audits as required.
  • Maintains accurate and current accounting records.
  • Performs daily accounting functions to ensure proper allocation of revenues and expenditures in line with funding guidelines.
  • Ensures comprehensive data collection and analysis, managing reports within the organization’s database.
  • Utilizes a constituent relationship management system to document interactions and maintain contact information.
  • Collaborates with team members to ensure integrity in program, financial, and data reporting.
  • Assists with onboarding and support for employees and volunteers, including background checks and training tracking.
  • Acts as a liaison with contractors for various services.
  • Manages, trains, and develops administrative and operational support staff.
  • Exercises discretion and independent judgment in significant matters.
  • Performs additional duties as assigned.
Qualifications:

The ideal candidate will possess a minimum of 6 years of experience in nonprofit management or program oversight, with a degree in business or finance. A thorough understanding of nonprofit operations, including budget management and federal grant reporting, is essential.

  • A bachelor’s degree is preferred.
  • At least 4 years of progressive experience in a nonprofit financial role, ideally in a management capacity.
  • A minimum of 4 years’ experience in grant management, compliance, and budgeting.
  • Experience as an employee or board member of a nonprofit organization, with familiarity in nonprofit finance and accounting regulations.
  • Proven track record in managing complex systems and negotiating effective agreements.
  • Self-sufficient, problem-solving, and results-oriented.
  • Energetic, adaptable, and proactive; a team leader capable of positively influencing strategic and operational initiatives.
  • Exceptional communication skills, both written and verbal, with the ability to effectively engage with leadership, team members, volunteers, and board members.
  • Ability to think tactically and strategically, positioning discussions at both levels.
  • Collaborative approach with experience in creating and implementing budgets, policies, and growth strategies.
  • Proficiency in Microsoft Office Suite, Google products, Adobe Acrobat, Salesforce, QuickBooks, CRM systems, and project management tools.
  • Valid driver's license and access to reliable transportation are required.
Work Schedule:

This is a full-time position with a standard Monday to Friday schedule.

Physical Requirements:

Ability to travel as needed and work on a computer for extended periods.

Work Environment:

This role operates in a collaborative, hybrid work setting, which may require flexibility for early mornings, evenings, and weekends.