Data and Grants Manager

Responsibilities

Grants Management

• Manage and continuously work to improve the Foundation’s Fluxx grants management system (GMS), processes, and capabilities for greater efficiency and efficacy.
• Proactively design and conduct training for Foundation staff, board, consultants and grantees to support shared understanding of the Foundation’s grantmaking policies and processes. Ensure the team is updated on new functionalities including AI and other integrations.
• Lead the Foundation’s grant cycle work of award management, funding, payment, and reporting.
• Serve as an expert resource on industry grantmaking best practices through participation in professional development opportunities through Fluxx, PEAK Grantmaking, etc.

Systems Management

• Ensure seamless integration of the Fluxx grants management software with the Foundation’s accounting (QuickBooks Online, Bill.com) and operating systems.
• Serve as lead for Fluxx technical support; escalating issues to Fluxx Helpdesk as needed.
• Coordinate and conduct functionality testing of system upgrades and updated configurations; track and resolve system issues with Fluxx.
• Ensure and evaluate the integrity of grants-related data and systems, and systems records.
• Process grantee audit and nonprofit status confirmations.

Financial & Legal Compliance

• Prepare, send, and track award letters, grant agreements and related documents, confirming compliance with IRS regulations and Foundation requirements.
• Work closely with the CFO to process, track, and record grant payments. Manage process to ensure grant budget allocation is consistent and accurate.
• With the CFO, ensure compliance with tax laws governing the Foundation’s grants and source of funding.
• Remain up to date on foundation and nonprofit best practices, grant-making guidelines and regulations, and manage and recommend changes for new and existing grant-making policies, including the incorporation of new tax and charitable contribution laws.

Grantee Relations

• Serve as the primary contact for past, current, and prospective grantee inquiries about the grants process (including eligibility, application, approval, grant agreements, payments, and reporting).
• Troubleshoot grantee issues, manage the proper workflow of grant cycle milestones and tasks.
• Serve as primary Fluxx and technical support for grantees throughout the grantmaking process.
• Maintain accuracy of grantee records, including organizational, financial, banking and contact information, grant status, coding, reporting, and payments.

Data Management and Support

• Design process to embed foundation evaluation framework into Fluxx and grant reporting process.
• Work closely with staff to produce and assemble board book materials and visualizations for quarterly and ad-hoc board meetings, including grant dockets, presentations, reports, and related documents.
• Manage, maintain, and deliver grant-related reporting to internal and external stakeholders as needed.
• Prepare and present reports during Board Meetings that provide strategic insights related to grantee and grantmaking trends.
• Assist Program team with due diligence, including reviewing financial statements and other research.
• Maintain and provide data for internal operational purposes, e.g., regular payment releases and cash flow reporting, program budgeting, website grants listing, 990-PF schedules, annual audit.

Skillset

• Minimum 5 years using and managing a grants management system or database.
• Preference given to candidates with experience utilizing Fluxx grants management systems.
• Requires a bachelor’s degree or equivalent experience in a field related to the nonprofit sector.
• Demonstrated knowledge of budgeting, analysis, reporting and grants management.
• Deep understanding of grants management policies, processes, and systems that have been gained by working at a grantmaking organization or in a grants management-related role.
• Knowledge of federal, IL state and local government laws and regulations regarding grant agreements and administration, including tax laws governing charitable contributions.
• Ability to design and deliver effective individual and group training sessions and materials.
• Superior data management skills, with demonstrated attention to detail, accuracy, and high-quality work.
• Strong computer skills and experience with Microsoft365 Office Suite, especially Outlook, Excel, Word, PowerPoint, and DocuSign
• Strong writing, editing, proofreading, research, and grammar skills.