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Grants and Operations Coordinator

2 months ago

Arlington Heights, Illinois, United States HandsOn Suburban Chicago Full time
Job DescriptionPosition Overview: The Grants and Operations Coordinator is responsible for overseeing and managing the organization's grants, ensuring adherence to compliance standards, timely submissions, and comprehensive reporting. This role also involves financial oversight and budgeting, contributing to the strategic objectives of the organization while managing daily office operations.
Grant Management Duties:
  • Oversees grant management, ensuring compliance and accurate reporting, including analysis of allowable expenses, budget tracking, 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 necessary materials for both 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 all funding sources, ensuring timely compliance.
  • Monitors grant expenditures in collaboration with program teams.
  • Leads the creation of agency grant budgets and generates monthly financial reports.
  • Supports audit requests from governmental funding agencies.
  • Prepares grant budgets and processes electronic payment requests.
  • Coordinates with program and development staff for quarterly reviews of program performance and incorporates their input into necessary budget adjustments.
  • Implements performance measures for grants aligned with the organization's strategic goals.
  • Conducts financial analysis as needed.
Operational Responsibilities:
  • Handles bank deposits.
  • Conducts monthly budget and expense analysis for program grants and makes appropriate accounting entries.
  • Assists the Finance Contractor during the month-end closing process.
  • Reviews and analyzes bi-weekly payroll, performing related accounting tasks and collaborating with payroll specialists to prepare vouchers.
  • Advises leadership on financial trends and balances.
  • Provides necessary information for external audits.
  • Maintains accurate and current accounting records.
  • Performs daily accounting functions to allocate revenues and expenditures in accordance with funding guidelines.
  • Ensures data collection and analysis, managing reports within the organization's database.
  • Utilizes a constituent relationship management system to document interactions and manage communications.
  • 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, including finance and IT service providers.
  • Manages, trains, and develops administrative and operational support staff.
  • Exercises discretion and independent judgment in significant matters.
  • Performs additional duties as assigned.
Knowledge, Skills, and Abilities: The Grants and Operations Coordinator should possess a minimum of 6 years of experience in nonprofit management or program oversight, ideally with a degree in business or finance. They should have a thorough understanding of nonprofit operations, including experience with budgeting and financial reporting for federal grants.

Specific qualifications include:
  • 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 of 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 success in managing complex systems and negotiating mutually beneficial agreements.
  • Self-sufficient, problem-solving, and results-driven.
  • Energetic, adaptable, and proactive; a team leader capable of positively influencing strategic and operational finance initiatives.
  • Exceptional written, verbal, and interpersonal communication skills, with the ability to effectively engage with leadership, team members, volunteers, and board members.
  • Ability to think strategically and tactically, positioning communications at both levels.
  • Collaborative approach: experience in creating and implementing budgets, policies, procedures, and growth strategies.
  • Proficiency in Microsoft Office Suite, Google Workspace, Adobe Acrobat, Salesforce, QuickBooks, CRM systems, and project management tools.
  • Possession of a valid driver's license and access to reliable transportation is required.
Schedule: Full-time, Monday through Friday. 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 in hours.