Title: Grants Process Manager

Location: Baltimore, MD (Hybrid Work Environment)

Starting Salary: $85,000

Reports to: Director of Grantmaking

BALTIMORE FOCUS : BCYF, Inc. is a Baltimore-centric and focused organization. BCYF, Inc. has hiring requirements from the City of Baltimore to make best efforts to hire Baltimore citizens first. Although the City allows consideration of qualified applicants residing outside of Baltimore, BCYF, Inc. is committed to hiring the best people for the roles who know Baltimore, and the community and grassroots organizations and ecosystem it is committed to serving.

FINANCIAL DISCLOSURE REQUIREMENT

Because BCYF, Inc. is a Baltimore City Agency, all exempt hires (except administrative and clerical) are subject to annual financial disclosure requirements to the City of Baltimore Board of Ethics. Cut and paste the financial disclosure requirements link to view - https://ethics.baltimorecity.gov/financial-disclosure

ABOUT BALTIMORE CHILDREN & YOUTH FUND, INCORPORATED

The Baltimore Children & Youth Fund (BCYF) is a public charity stewarding public dollars to build partnerships that support the ecosystem focused on building opportunities for Baltimore youth. The organization amplifies Black and Brown-led, youth-centered programs in Baltimore City by providing capacity building, resources, and funding.

BCYF envisions a more just, creative, and abundant Baltimore where all young people live, thrive, and lead. We imagine an ecosystem of sustainable youth programs with full agency, liberated from the harm of structural racism and inequity, and able to thrive in abundance. Since 2020, the Baltimore Children & Youth Fund has awarded $23M dollars to youth-serving organizations thanks to generous donations and the tax dollars of Baltimore City residents.

The effort to create a dedicated fund to support programs for Baltimore’s young people was launched in 2015 by then-City Council President Bernard “Jack” C. Young. The fund was a response to the unrest in Baltimore following the death of Freddie Gray while in police custody, an event that sharply illuminated longstanding inequities in public funding in Black communities.

BCYF is guided by one central value, Ubuntu (n.) I am because of who we all are. Ubuntu is the South African philosophy ?that describes the interconnectedness of all people. It emphasizes the idea that ?an individual’s well-being is intricately tied to the well-being of the community. ?The philosophy promotes humanity, service, sharing, healing, and reconciliation.

About the Role

The role involves several key responsibilities to support the Grant Management (GM) team through various technical and operational tasks. For the Portal, the role requires understanding its usage from both the Grantee and Program Officer perspectives, facilitating training, troubleshooting issues, and coordinating upgrades or new requirements. In Data Capture, the role involves creating and managing forms, ensuring proper data capture, and maintaining consistent UI design, while setting up systems for accurate data processing and archiving.

Regarding Metrics, the role includes identifying initial and ongoing metrics, establishing reporting systems, and creating self-serving dashboards in collaboration with IT. In the Process aspect, the role aims to streamline the grant process, ensure consistent communication and terminology, and facilitate GM training for new processes. Additionally, the role provides technical support by addressing pain points, troubleshooting with IT, ensuring complete and accurate data capture, and working with Jotforms and Google Cloud Platform. The individual is also responsible for creating a data playbook, defining data policies, refining data request systems, and acting as a liaison between GM and IT for continuous improvements, portal modifications, and documentation.

Core Competencies

BCYF has identified eight core competencies for all BCYF employees. These competencies are the knowledge, skills, abilities, and behaviors that will align the staff in operationalizing the BCYF values.

• Collaborating and building relationships : Seeks information and input from other groups or teams when working on projects that will affect others. Willingly shares information with other groups or teams to help others reach their goals. Develops and maintains positive relationships with people in other departments and groups
• Data-informed action: Speaking with real data, Performance and improvements should be tangible and visible. Take personal responsibility for the group's success. Accountability*. Seek solutions and continuous improvement.
• Demonstrating strategic agility: Ensures organizational and personal objectives are met. Maintains a positive outlook to support change adoption and advance progress. Willingly transitions when new methods or systems are implemented. Takes the lead in team improvement and/or setting new business directions.
• Developing the potential of self and others: Looks for opportunities to learn and develop new skills. Searches for stretch assignments for self and/or direct reports. Find ways to leverage others’ talents and strengths. Takes time to self-reflect and identify areas for self-improvement. When appropriate, provide timely, direct, and actionable positive and corrective feedback to others.
• Exercising integrity and credibility: Shares information in an honest and direct manner. Is seen as a truthful individual who can and will present the unvarnished truth in an appropriate and helpful way. Always lets people know where they stand. Doesn’t hold back anything that needs to be said. Provides timely, direct, and actionable positive and corrective feedback to others.
• Focus on our service to our stakeholders: Humbly work to support our stakeholders, get proximate with people, use asset-based approaches to co-create solutions, and prioritize their experience.
• Fostering a radically inclusive community: Builds work products and interactions with intention. Examines personal bias and champions and models strategies for inclusion. Approaches conflict as opportunities for improvement. Listens to understand different perspectives and interests. Builds agreement based on common ground. Able to resolve tough issues and settle disputes equitably.
• Stewarding resources responsibly: BCYF aims to create value and eliminate waste by managing all resources carefully and responsibly. Determining choice points with resources in alignment with BCYF values. Ethical and efficient use of resources, including financial, human, physical, environmental, safety, information, and technology resources.

Essential Functions

• Learn the portal’s workings from the Grantee and Program Officer perspectives.
• Facilitate portal usage and provide training.
• Work with the GM team to identify and troubleshoot problems.
• Collaborate with GM to identify and implement upgrades or new requirements.

• Work with the GM team to create forms, manage their use and organization, and ensure consistent UI design.
• Set up systems to ensure data is captured properly from the GM team in a format that can be processed and archived by IT.

• Collaborate with the GM team to identify metrics at the outset of planning processes for pre-grant cycle reporting.
• Identify ongoing metrics that need consistent reporting.

• Identify and facilitate overlapping steps in the grant process to ensure smooth workflow and consistent communication.
• Ensure consistent use of terminology across departments.
• Learn new processes and facilitate GM training.

• Relay identified pain points to relevant stakeholders.
• Work with IT to troubleshoot portal-related problems.
• Learn technical capabilities to aid development and discussions with GM.

• Work with IT to ensure data from GM is complete, accurate, and in an ingestible format.
• Create Jotforms and collaborate with IT to link them to the backend.
• Familiarize with Google Cloud Platform to facilitate data capture and management.

• Work with IT to create self-serving metric dashboards.
• Relay new metric requirements to IT.

• Collaborate with IT to create a data playbook and policies, defining data access, collection, storage, and processing protocols.
• Refine the data request and tracking system with IT.
• Address data/metric questions that do not require dashboards.
• Act as a liaison between GM and IT for portal improvements, process enhancements, and documentation.

About the Candidate The ideal candidate is a tech-savvy problem solver with experience in grant management and data systems. They excel in portal usage and training, data capture and organization, and metrics reporting. Strong communication skills, a knack for process improvement, and the ability to liaise effectively between Grantmaking and IT are essential. Qualifications Proficiency with data capture tools and platforms (e.g., Jotform, Google Cloud Platform)

• Experience with database management and troubleshooting
• Ability to work with IT to develop and maintain systems and dashboards
• Strong problem-solving skills to troubleshoot and resolve technical issues
• Excellent verbal and written communication skills
• Experience in coordinating between multiple teams (e.g., GM, IT)
• Ability to manage multiple tasks and projects simultaneously
• Strong organizational skills to ensure smooth workflow and consistent communication
• Ability to develop and document data playbooks and policies
• Flexible, patient, and able to stay gracious under pressure.
• High level of integrity and discretion in handling confidential information.
• Innovative thinking, willingness to voice your opinions, and a strong work ethic are essential.
• Ability to build positive relationships with your colleagues and be willing to help others.
• Excited to work with people who have different backgrounds, experiences, and perspectives from your own.
• Exceptional interpersonal skills and the ability to develop relationships with nonprofit, philanthropic, and field leaders.