Grants Administration Manager

Status: Hourly, non-exempt. Average 30-35 hours per week.

Compensation: $38-$40/hour depending on experience.  Benefits including health insurance and 401K match included.

Location: California (Fully remote)

Position Summary

The Grants Administration Manager supports the organization’s grant-funded programs by ensuring accurate, compliant, and timely grant invoicing and reimbursement and internal tracking of grant deliverables, budgets, and spending. This role applies working knowledge of federal Uniform Guidance (2 CFR Part 200) and applicable state grant requirements to review expenditures, supporting documentation, and invoice packages prior to submission as well as grant management applications such as GrantVantage for internal tracking and reporting.

Why Work at CARCD?

CARCD is a 501(c)(3) non-profit organization that supports locally led conservation work across California, helping Resource Conservation Districts deliver meaningful, on-the-ground solutions for healthy soils, resilient forest and watersheds, wildlife habitat restoration and biodiversity, and sustainable communities. Our work directly supports land stewards, conservation professionals, and partners statewide.

We are a mission-driven, family-friendly organization that values flexibility, collaboration, and work-life balance. CARCD is committed to supporting a diverse and inclusive workforce and offers flexible scheduling to accommodate family and personal needs. We provide a generous benefits package including health insurance, recognizing the importance of stability and well-being for our staff. Employees are supported and enabled to do high-quality work in a respectful, supportive environment.

Key Responsibilities

Grant Invoicing & Compliance

• Review grant-funded expenditures and invoices for allowability, allocability, and documentation in accordance with federal (2 CFR Part 200) and state grant requirements.
• Identify unallowable or questionable costs and coordinate corrections with finance and program staff prior to submission.
• Ensure claims are supported by appropriate backup documentation and meet funder and audit standards.
• Support accounting and program staff as needed with preparation, review, and submission of reimbursement requests and invoice packages for state and federal grants.

Grant Management Systems & Tracking

• Use GrantVantage as an internal grant management and tracking tool to organize grant data, monitor claim status, and support invoice-related forms for federal reimbursement.
• Support reporting and tracking needed for internal management, audits, and funder inquiries.
• Generate various grant-related reports for Financial Oversight Committee, Board of Directors, and Executive Director.

Coordination & Quality Control

• Coordinate with finance and program staff to ensure expenses are coded correctly and aligned with approved grant budgets.
• Track reimbursement timelines and follow up on outstanding or delayed payments.
• Support internal controls related to grant administration and financial compliance.

Required Qualifications

• Demonstrated experience in grant administration, grant accounting, and/or grant compliance.
• Experience working with federal grant requirements under 2 CFR Part 200 (Uniform Guidance) and state grant compliance standards.
• Experience reviewing invoices and expenditures for eligibility and documentation under grant agreements.
• Experience with internal grant management tools (such as GrantVantage) or similar grant tracking systems.
• Strong attention to detail and ability to apply regulations consistently.
• Proficiency with spreadsheets and financial documentation.
• California residence and ability to travel to locations in California for conference, quarterly meetings, and a limited number of other events as needed.

Preferred Qualifications

• Familiarity with federal reimbursement forms and supporting schedules.
• Experience working in a nonprofit or public-sector environment, particularly with government-funded grants.
• Passion for conservation and/or California natural resource issues is a plus.