Senior Grants Administration and Compliance Manager

Senior Grants Administration and Compliance Manager

Supervisory responsibilities: Yes

Budget responsibilities: Yes

Reports to: Senior Program Director

Date: August 2024

Position Summary

The Senior Grants Administration and Compliance Manager will coordinate the development and execution of grants and contracts for Civic Works’ Center for Sustainable Careers. Major buckets of responsibility center around grant compliance, grants and contracts management, grants database management, fiscal and narrative reporting, and staff management. 

This individual will have an exciting opportunity to play a lead role in strengthening existing processes and procedures, with an emphasis on streamlining grant reporting and data operations across program areas, monitoring staff compliance, developing effective administrative systems and supporting program growth. Through the management of grant compliance, this individual will also contribute to the advancement of equity across systems related to job access, job quality, and the environment. 

Organization Summary

Founded in 1993, Civic Works strengthens communities through education, skills development and community service. Our Center for Sustainable Careers (CSC) includes our workforce development programs, and Energy programs. CSCs workforce development programs focus on expanding access to family-sustaining careers for Baltimore residents facing significant barriers to quality employment. CSC supports participants in developing both technical skills and soft skills, and earning marketable certifications, all while providing wraparound case management and job placement services. 

Civic Works’ Energy Programs social enterprise is leading efforts to ensure that local residents are able to both reduce their energy costs and decarbonize their homes. These programs make it easy and affordable for community members across Central Maryland to go solar and upgrade their energy efficiency. As an integral part of Civic Works’ Center for Sustainable Careers, the Energy Programs also plays a pivotal role in expanding access to quality careers in the clean energy sector. This includes promoting job quality standards among program contractors, and creating on-the-job training opportunities for residents impacted by systemic inequities.

Civic Works’ innovative work has been highlighted by the White House, the National Fund for Workforce Solutions, Green for All, The Baltimore Sun, The Washington Post, and the US Conference of Mayors. Join us in creating a more just and equitable green economy. For more information, please visit http://sustainablecareers.civicworks.com/. 

Primary Responsibilities

Grant Data Management

1. Oversee grant data collection, analysis, submission and ensure data quality. 
2. Manage Salesforce design changes, data security, creating training documentation and standard operating procedures for staff completing grant data entry.
3. Develop and update spreadsheets to analyze data, convert data to formats required for reporting, improve data quality, and identify trends and gaps.
4. Oversee the analysis of data to demonstrate the community, economic, social, or environmental impact of the programs and support the narratives showcased in fund development reports, proposals, and media.

Grant Reporting

1. Centralize grant reporting operations across programs. 
2. Manage the development and submission of grant and financial reports.
3. Design and manage quantitative measures and data collection processes for strengthening how the programs demonstrate their impact to funders and other external partners.

Grant Compliance and Budget Management

1. Collaborate with various teams to refine grant policies and procedures. Ensure compliance with grants terms and conditions and determine if existing program policies and procedures are in agreement, and if necessary, develop recommended changes. 
2. Manage grants budget tracking on expenditures and funding balances.
3. Design procurement processes that ensure compliance with funder purchasing requirements.

Braiding Funding and Co-Enrollment

1. Design strategies for braiding funding sources and co-enrollment across programs.
2. Standardize reporting and compliance processes across programs, and oversee participant grant eligibility requirements.
3. Identify and support the implementation of opportunities for collaboration and standardization between the workforce development programs on reporting and compliance processes.

Staff Management

1. Recruit, supervise, and develop program staff using an equity and inclusion lens
2. Set performance standards, provide regular feedback and coaching, and foster a strong team environment.
3. Identify and support career advancement plans, identifying internal and external opportunities for professional development.
4. Evaluate all aspects of team effectiveness and continuously improve program operations. Analyze data in order to identify areas for improvement.
5. Make sure all team members are well integrated into Civic Works and the relevant departments.

Required Qualifications

• Five years of relevant project, grant, and/or data management experience.
• Prior people management experience.
• Experience creating and analyzing data, communicating insights on patterns / gaps.
• High level of proficiency with Microsoft Excel and Google Sheets.
• Experience managing grant reporting, developing policies/ procedures, working with client/project tracking, and working with relational databases (such as Salesforce).
• Strong computer skills and database management skills.
• Strong organizational skills and ability to coordinate complex activities, manage multiple projects simultaneously, prioritize conflicting demands and meet deadlines
• Strong initiative and creativity, and able to excel while working independently
• Strategic thinker with the ability to align compliance initiatives with organizational objectives and mission.
• Ability to communicate effectively, both orally and in writing.
• Ability to recognize problems, develop innovative solutions, and implement them 
• Demonstrated commitment to racial equity and inclusion.

Preferred Qualifications

• Grant compliance experience.
• Experience working in and creating equitable and inclusive environments.
• Graduation from Civic Works’ Center for Sustainable Careers is a plus.

Benefits

Eligible for benefits, including health and dental, long term and short term disability, 401(k) plan with employer match, and paid time off.

Compensation 

• Salary: $65,000-$80,000

*Remote Work: The position will be in-person a minimum of 3 days per week, and eligible for remote work up to 2 days per week.

Civic Works is committed to fostering a welcoming environment and denouncing racism in any form. Civic Works is deeply committed to the dignity, equity, and inclusion of all persons regardless of race, sex, marital status, pregnancy, ethnicity, national origin, age, disability, religion, sexual orientation, gender identity, or expression, and veteran status.