The Grants Manager will be a key member of The Carmel Hill Fund (CHF) team and will have the opportunity to build an innovative, best-in-class grants management function from the ground up. The role will be responsible for setting, articulating, and implementing a compelling grants management strategy in collaboration with colleagues including the Executive Director, COO, and Program Officers. Important areas of responsibility will include—but are not limited to—selecting, implementing, and maintaining an effective and efficient grants management system; full-cycle grants management and administration; and grantmaking policy design and compliance in support of the Fund’s evolving strategy. As a member of CHF’s small team, the Grants Manager will participate in informing important decisions and developing recommendations to the Trustees about future strategy, grantmaking approach, and operational priorities.

The Grants Manager will lead, manage, and execute all aspects of the grants management function. This role requires an experienced and collaborative systems thinker and infrastructure builder who can operate strategically, establish an effective function with an eye towards both current and future needs of CHF and its grantees, and administer the details of grants management independently.

Key Responsibilities

Comprehensive Grants Management

• Establish grant documentation requirements and internal workflow in collaboration with the COO and grantmaking staff, ensuring alignment with current needs and driving continuous improvement as the Fund’s approach and priorities evolve with an eye towards reducing the burden placed on grantee partners and ensuring they have a seamless experience
• Stay up to date on legal requirements and industry standards, and ensure collected grant documentation complies with IRS regulations, internal requirements, and philanthropic best practices
• Generate and process grant agreements for approved grants and, working closely with finance/operations staff, ensure timely payment of all grants
• In partnership with Program Officers, communicate with grantees and potential grantees about processes, requirements, and deadlines; collect feedback and incorporate into ongoing process improvements
• Maintain grantmaking calendar, manage grant dockets, and work cross-functionally to assist with preparation of materials for quarterly board meetings

Grants Management System Development & Maintenance

• Identify and transition CHF into an appropriate Grants Management System (GMS) for its current level of grantmaking activity and desired future state
• Monitor and guide effective and consistent usage of the GMS by staff, including developing and implementing training to support internal and external users
• Drive continuous improvement to enhance grantmaking processes and systems as CHF’s grantmaking approach evolves
• Develop and manage the interface between the GMS and the Fund’s website, including implementing improvements based on user feedback

Grantmaking Policy and Compliance

• Support sustainable development of and adherence to grantmaking policies
• Act as CHF’s internal subject matter expert around grantmaking legal and compliance questions, identifying and addressing potential risks in consultation with the COO, grantmaking team, and outside counsel
• Advise the grantmaking team on considerations related to grant design and structure, reporting requirements, and payment schedules based on factors such as nature and length of relationship, funding commitment level, and other risk factors
• Establish and ensure compliance with grant documentation retention policies
• Ensure comprehensive and accurate records of correspondence and payments are maintained

Data Management and Reporting

• Collect, review, aggregate, and migrate existing grant data into the new GMS
• Ensure the integrity, completeness, and accuracy of grant data in the GMS going forward
• Generate recurring and ad hoc reports and analyses using GMS data to support programmatic, strategic, and operational planning and decision-making
• Support the COO, internal finance/operations staff, and external accountants to ensure timely and accurate completion and filing of annual tax and information returns
• Liaise with the COO and internal finance/operations staff to reconcile GMS data with the accounting system

Additional Responsibilities

• Promote collaboration and participate in all-staff activities such as retreats, strategy and planning processes, initiatives, and Trustee meeting/retreat planning
• Work flexibly and effectively as part of a team in a small office environment, including shared responsibility for maintaining a welcoming office space
• Keep up with latest industry trends, changes, and innovations in grantmaking
• Serve as a culture builder and carrier helping to make CHF a best-in-class organization where all colleagues feel like they belong, are learning and growing with support from their supervisors and peers, and where their contributions are helping to advance our mission
• Communicate clearly and directly with colleagues, working to match intent and impact in interactions, and be proactive to resolve conflicts and misunderstandings, especially across lines of difference
• Be responsive and respectful in all interactions with colleagues, grantees, professional peers, and other stakeholders

Qualifications

• Minimum of 7 years of progressive grants management experience at a foundation or grantmaking entity and a full understanding of the grant lifecycle, grants management practices, and relevant IRS and other rules, regulations, and best practices, preferably in a private foundation setting
• Passion for the nonprofit sector, making a positive impact for historically under-resourced communities, and CHF’s mission to serve NYC youth
• A commitment to advancing diversity, equity, inclusion, and belonging within an organization
• Experience working within at least one grants management software program. Demonstrated knowledge of and experience with selecting and implementing technology solutions
• Track record of partnering with organizational leader(s) to design and implement grants management strategies that address both short-term needs and long-term goals/vision
• Demonstrated history of leading effective project management processes, including those that require change management and stakeholder engagement
• A growth-mindset with robust analysis and creative problem-solving skills
• Strong intellectual curiosity, and receptivity to feedback as well as willingness to share feedback in all directions
• Excellent organizational and time management skills with the ability to manage multiple priorities, balancing detail-orientation with strategic, big picture needs
• Strong relationship-building and communication skills (in writing and presenting); able to work with a variety of internal and external stakeholders

CHF is committed to the inclusion of all qualified individuals in the hiring process, including but not limited to those with disabilities. If you require reasonable accommodation(s) to participate in the application or interview process, please contact [email protected]