Director of Grants Management

Major Functions/Responsibilities

• Grant Administration, Management, Compliance, and Oversight
• Ensure the allocation and utilization of grant funding is conducted in strict accordance with the organization’s operational and financial requirements, as well as all funder stipulations, with a focus on timeliness and accuracy.
• Stay apprised of changes in grant laws, regulations, guidance and practices. Provide clear communication of rules and regulations related to grants management across all departments of the organization and management.
• Assure adherence to rules and regulations, not limited to the 2 CFR 200 and GATA, Grants Accountability and Transparency Act by maintaining an effective compliance program.
• Provide onboarding and training to staff throughout the agency related to their grant management, compliance and reporting responsibilities.
• Maintain detailed, organized records of all grants awarded including specifications, requirements, milestones and all compliance/ reporting due dates.
• Monitor, review, approve and maintain reports, paperwork and other related documents connected with grant-funded programs.
• Prepare spending projections and report budget to actual grant spending to program managers and senior leadership regularly. Alert leadership to any over/under spending concerns and assist program leadership in developing and implementing action plans to address these issues.
• Track grant management measurements for the agency’s performance dashboard.
• Cash Flow and Cash Management
• Ensure payment requests, expenditure reports, and invoices are submitted as frequently and as quickly as permitted by the funders.
• Monitor unbilled amounts and ensure barriers preventing billing are addressed promptly.
• Monitor accounts receivable to ensure timely collection and follow-up.
• Ensure sound cash management practices consistent with funder/ regulatory requirements.
• Systems, Processes, and Controls
• Manage the design and implementation of grants administration processes throughout the organization; develop strategies to optimize grants administration processes.
• Create and maintain revenue cycle, grant, and contract policies and procedures.
• In collaboration with the Vice President of Financial Operations and Controller, maintain the organization’s cost allocation plan.
• Develop, communicate, and implement effective grants management practices with aligned technology solutions. Ensure continuous process improvement, cost effective system maintenance and support, and the development and implementation of centralized practices, systems, policies, and management tools.
• Determine the qualitative and quantitative measures that are critical for tracking and understanding organizational efficiency and impact.
• Serve as subject matter expert for organization’s project accounting and billing/receivable systems.
• Team Leadership
• Oversee the work of the Grant Management team, including the Grant Accountant/ Analyst and Revenue Cycle Specialists.
• Organize work, establish priorities, make proper assignments of human resources, and efficiently allocate resources.
• Establish goals, conduct performance evaluations, and provide ongoing feedback.
• Invest in people and cultivate a team culture rooted in accountability that inspires confidence, trust, respect and transparency to encourage information sharing and learning.
• Provide timely performance feedback and take an active role in the development of your team.
• Review budgets, bills, expenditure reports, payment requests, and financial reports prior to submission.
• Leadership, Collaboration, and Coordination
• Provide onboarding and training to staff throughout the agency related to their grant management, compliance and reporting responsibilities.
• Communicate ongoing progress and keep staff informed about upcoming deadlines and deliverables, ensuring smooth completion of work responsibilities.
• Serves as liaison to funding bodies in conjunction with appropriate program staff.
• Consistently develop and sustain cooperative working relationships with funders.
• Actively partner with, educate, and support leadership in understanding their budgets and financial results.
• Grant Applications, Budgets, Analysis and Reporting
• Write grant proposals and prepare grant applications as required, including leading same.
• Prepare grant budgets, budget amendments, and financial reports as needed.
• Review grant proposals, grant budgets, and financial reports prior to submission.
• Prepare the organization’s Consolidated Year End Financial Report (CYEFR) and CFR and ensure compliance with all grant/ contract reporting requirements.
• File the agency’s audit report with the federal clearinghouse timely.
• Prepare and present performance reports related to the revenue cycle, grants, and contracts, overrun reports, unbilled receivables, and accounts receivable agings.
• Calculate projected tuition rates for the ECR Academies.
• Audits, Reconciliations, and Close
• Act as the primary point of contact for the agency’s single audit and “in relation to” opinion on the CYEFR.
• Aid in month-end and year-end close and provide documentation for audits.
• Prepare the organization’s Schedule of Expenditures of Federal Awards (SEFA) and act as the point person for the single audit.
• Reconcile assigned general ledger accounts.
• Manage funder-specific audits, including organizing the team, preparing materials, responding to inquiries, preparing, and managing corrective action plans, etc.
• Other
• Manage and maintain access to all funder portals and websites.
• Perform other duties as assigned.

Education/Certification

• BA or BS in Accounting, Finance, or Business Administration or equivalent combination of education and experience.
• Grants Management certificate is preferred (and required within 2 years of hire).
• CPA and/or MBA a plus.

Experience Required

• Five years of broad, progressive experience in government grants management/ administration, ideally working with early education and disability services space and with agencies such as DFSS, ISBE, HSS, and OHS.
• Three years of management experience in a nonprofit organization, including experience recruiting, training/developing and retaining a highly effective team.
• Three years of broad, progressive accounting experience.
• Experience successfully preparing for and managing single audits and other funder-specific audits required.
• Public accounting experience, including experience planning and performing single audits preferred.

Required Knowledge

• Expert-level knowledge of Uniform Guidance and other government grant requirements, compliance, processes, systems, controls, and best practices required.
• Expert-level knowledge of grant management best practices.
• Strong knowledge of audit, accounting, budgeting, analysis, purchasing, business operations, and the nonprofit industry is required.
• Proficient in using computers with related knowledge of software programs and the internet. Strong knowledge of general ledger software (generic), as well as intermediate-level knowledge of Microsoft Word and PowerPoint, and advanced knowledge of Microsoft Excel.
• Microsoft SharePoint experience and Sage/MIP software experience desired.

Skills/Abilities

• Background promoting professional development opportunities, motivating staff, and empowering teams across an organization. Ability to inspire, influence, and enable others to achieve goals.
• Systems orientation, with a track record of improving and enhancing existing grants management technologies, developing new solutions, and maintaining an awareness of and willingness to use new and emerging platforms.
• Exceptional project management skills: demonstrated ability to take ownership of complex projects from conception to fruition, with continuous follow-up to ensure project completion within specified time parameters.
• Financial analysis and management skills, including developing and monitoring budgets and financial reporting.
• Strong active listening skills and customer service orientation to accurately capture the needs of others and plan follow-up for implementation.
• Proven ability to produce high-quality reports of data or related grant information, and to maintain the integrity of data; keen attention to detail and accuracy is imperative.
• Outstanding organizational skills and effective time management skills; ability to manage multiple deadlines simultaneously; ability to work effectively under pressure.
• Excellent written and verbal communication skills, with experience presenting complex materials in an understandable manner to a variety of audiences.
• Excellent interpersonal skills that allow for effective relationships in a diverse environment.
• Resourcefulness and a proactive work ethic.
• Ability to type and 10-key by touch.

ADA

• Easterseals will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990. Unless exempted by the Americans with Disabilities Act, all persons hired for this position are required to possess the ability to perform the physical tasks necessary to perform all job functions, i.e., bending, floor-sitting, etc., as well as to have the ability to lift up to 50 pounds frequently.