Grants and Contracts Administrator

Start Date: ASAP

Job Type: Exempt, full time with benefits  

To Apply: Please send your cover letter and resume to [email protected], and include “Grants and Contracts Administrator” in the subject line.

Sustainable Conservation (a leading non-profit in its field) advances the collaborative stewardship of California’s land, air, and water for the benefit of nature and people. Every day, we bring together businesses, landowners, and government in some of the most productive yet economically disadvantaged parts of California, to steward the resources on which we all depend in ways that are just and make economic sense. Please visit www.suscon.org to learn more about our work.

POSITION SUMMARY: 

The Grants and Contracts Administrator is directly responsible for the administration of all aspects of government-funded awards and contracts. This role reports to the CFO and collaborates internally with program management; project staff, development staff, and finance to ensure all terms and conditions of agreements are met and properly documented. She/He/They work directly with agency contracting officers and contractors to clarify or negotiate financial and administrative requirements. The Grants and Contracts Administrator also assists program and finance staff with contract administration and budgets associated with foundation grants as needed.

Location: This position will be headquartered at our San Francisco office but will collaborate with Modesto and Sacramento teams as well. Our teams work in a hybrid work environment with an option to work remotely a few days a week.

Primary Responsibilities  

• Conducts ongoing research for government grant opportunities and partners with program and development staff to brief them on grant requirements.
• Reviews all government grant proposals and works with program and development staff to ensure draft proposals meet guideline requirements and state/federal regulations providing direction and technical assistance as needed in the drafting and processing of proposals, contracts, and subcontracts.
• Assembles proposal budgets and completes proposal package for submission.
• Serves as the primary point of contact and works with agency contracting officers to clarify or negotiate all administrative and financial requirements contained in the proposals, agreements, and amendments.
• Maintains master agreement and related contract files. Reviews all contracts and subcontracts for compliance with grant requirements, state/federal regulations, and Sustainable Conservation’s policies. Works with outside legal counsel to review and revise contracts as needed.
• Implements and maintains tracking and administrative processes to assist program staff in managing the agreements and ensure timely submission of all deliverables and agency approval of extensions and budget changes. Keeps program staff apprised of the status of individual grants and contracts and alerts them to deadlines and expiration dates.
• Assists program staff in creating, maintaining, and overseeing funding levels and budgeting processes for all government grants. Reconciles financial information, including matching components, to all agreements, identifies variances, investigates, and resolves accounting discrepancies and ensures that properly documented adjustments are made. Reviews financial documentation to ensure compliance.
• Prepares and submits all invoices and financial reports in accordance with the timing requirements of each agreement. Ensures timely receipt and appropriate application of payments.
• Participates in quarterly budget meetings, provides required documentation and assistance to finance as needed, and participates in preparation of annual audit schedules related to government grants.
• Drafts necessary policy and procedure documents to be in compliance with federal regulations. Ensures government related proposals, contracts, grant implementation and close out are in compliance with federal regulations. Trains staff in federal regulations.
• Leads Sustainable Conservation’s indirect cost rate proposals in collaboration with finance and accounting staff.

Experience and Skills Required  

• 5-8 years’ experience with grant and contracts administration, experience with government grant management is required.
• Very strong writing skills
• Ability to articulate as well as gather accurate information from relevant teams to substantiate the proposal
• Strong computer skills, particularly in Excel.
• High level of accuracy and attention to detail.
• Ability to prioritize and deliver on projects and tasks in a timely manner.
• Good verbal and written communication skills with strong customer-service orientation.

COVID-19 Note: Sustainable Conservation is a 100% COVID-19 vaccination workplace. Proof of vaccination against COVID-19 (including booster) is required before the first day of employment. Job applicants with religious and disability-related objections will be extended reasonable accommodations.

Compensation: The compensation for this position will be in the range of $92,700- $102,400 annually. Please note that the exact offered pay will be determined by factors including but not limited to education, experience, the external labor market, and internal equity.

What we offer: A competitive compensation package based on the factors mentioned above, fully paid health insurance benefits (medical, dental, vision, life insurance), 5% match on 401k, FSA, EAP, vacation  starting at 15 days (about 2 weeks) for the first year of service, 2 floating days based on the start date, 10 sick days, plus the week between Christmas and New Year’s Day as holiday leave in addition to 14 holidays. Our greatest benefit is our culture. Our staff is collaborative, dedicated, and caring. We believe in articulating and practicing our values (Collaboration, Respect, Results, Honesty, Learning, Well-Being) at work and have a strong commitment to bringing DEI in our work and workplace culture. We practice this by creating a workplace that fosters a welcoming and inclusive environment. We encourage, prioritize and support professional development and career growth within the organization and pride ourselves in working with our team members to advance their careers in line with the organizational mission. 

At Sustainable Conservation we value culture and diversity and as an equal opportunity employer we encourage qualified individuals from all backgrounds to apply to our job openings.