VITA Program Manager

Essential Functions

• Oversee the administration, growth, and operational success of the VITA program across all UWBG-supported tax preparation sites.
• Serve as the primary liaison between UWBG and the IRS Grant Program Office and as the primary point of contact for VITA/TCE Territory Office communications.
• Recruit, train, schedule, and supervise Site Coordinators and volunteer tax preparers during each filing season.
• Ensure all VITA sites comply with IRS Quality Site Requirements and Title VI nondiscrimination requirements.
• Ensure all volunteers and employees complete required annual IRS certifications, including Volunteer Standards of Conduct, Intake/Interview and Quality Review, and the certification level appropriate to their assigned roles.
• Manage site logistics, program supplies, and electronic filing and tax-preparation software administration in coordination with IRS-provided systems.
• Cook with Marketing, the Volunteer Center, and 2-1-1 to promote free tax preparation services and recruit program volunteers.
• Troubleshoot client, volunteer, and site-level concerns, including requests for off-season taxpayer assistance.
• Maintain compliance with applicable taxpayer privacy, confidentiality, and data-safeguarding requirements.

Grant Compliance and Financial Management

• Manage the annual VITA grant application and reporting cycle, including the October 1 through September 30 period of performance, in accordance with IRS Publication 4671.
• Ensure all grant expenditures comply with the allowable-cost guidance contained in IRS Publication 4671, Appendix B.
• Confirm that grant-funded expenses are direct, reasonable, properly documented, and incurred solely in support of the VITA program.
• Manage required time-and-effort documentation for all non-volunteer employees whose time is charged to the VITA grant.
• Ensure timesheets and supporting records clearly distinguish VITA program time from time devoted to other duties or programs.
• Track and document required matching funds and submit matching-fund documentation within established grant deadlines.
• Partner with Finance to prepare accurate and timely SF-425 federal financial reports and Division of Payment Management drawdowns.
• Maintain compliance with the grant’s Civil Rights Section requirements.
• Maintain clear cost and time-allocation boundaries between VITA-funded activities and adjacent Financial Stability, AFI: Back On Track, or Financial Education and Asset Building programming.
• Charge Financial Education and Asset Building costs to the VITA grant only when those services are provided in direct connection with VITA service delivery.

Data, Evaluation, and Reporting

• Ensure the accurate and timely collection, entry, maintenance, and reporting of data for all VITA program activities.
• Coordinate with the Community Investment Systems Coordinator to maintain complete and accurate program databases and records.
• Track and report the number of tax returns filed, refunds generated, and Earned Income Tax Credit, Child Tax Credit, and other tax-credit dollars returned to the community.
• Prepare VITA performance data, program narratives, and impact summaries for the Board, funders, community partners, and other stakeholders.
• Prepare prior-year performance summaries and other data required for the annual VITA grant application.
• Maintain organized and complete records to support grant reporting, monitoring, audits, and program evaluation.

Partnerships and Community Representation

• Build and maintain productive relationships with local financial institutions, community organizations, VITA coalition partners, and participating tax-preparation sites.
• Represent UWBG’s VITA program at community meetings, coalition events, and other activities as requested.
• Convene periodic meetings with program partners and Site Coordinators to support planning, troubleshooting, communication, and continuous program improvement.
• Collaborate with internal departments and external partners to expand access to free tax preparation services throughout UWBG’s service area.
• Perform other related duties and support special projects as assigned.