Grants Administrator

Position: Grants Administrator

Location: Headquarters

Hours/Schedule: 8:30AM-5:30 PM, exempt

Manager: Vice President, Finance

General Purpose:

Under the supervision of the Vice President of Finance, the Grants Administrator will oversee the organization’s efforts to maintain grants and subsidy revenue through expert management of $18 million in federal, state, and local contracts. This role manages contract execution, administration, compliance, and internal/external auditing and monitoring of 50 grant contracts annually.

Essential Duties & Responsibilities:

Grant Management:

Manage the full lifecycle of awarded grants, including monitoring deadlines, budgets, and reporting requirements.

Ensure that all grant-funded projects comply with the contract terms and conditions.

Serve as the main point of contact between the organization and funders, ensuring timely communication and reporting.

Monitor all contracts, renewals, reporting, & compliance etc. for government grants.

Financial and Budget Oversight:

Collaborate with the finance team to prepare accurate budgets for grant contracts and ensure proper financial oversight of grant-funded programs.

Support expenditure of grant funds to ensure compliance with grant terms.

Compliance & Reporting:

Prepare and submit reports to funders, ensuring that all required documentation and impact metrics are provided and all deliverables are met.

Maintain organized records of all grant activities, correspondence, and reports.

Prepare regular financial and programmatic reports for internal & external stakeholders

Audit Readiness & Preparation

Serve as the primary point of contact for internal and external audits related to grants and contracts, including government agencies and independent auditors. up to 10x annually with multiple funding partners.

Prepare and maintain accurate records to support audit processes, ensuring all grant documentation is complete and readily available.

Coordinate pre-audit activities and post-audit responses, resolving findings and implementing corrective actions when necessary.

Monitoring & Internal Controls

Develop and maintain internal controls to prevent non-compliance with grant and contract requirements.

Perform periodic compliance reviews to verify accurate reporting, expenditure alignment with budgets, and adherence to funding terms.

External Relationships:

Build and maintain relationships with current and potential partners, cultivating long-term partnerships.

Represent the organization in meetings with funders, community organizations, and at relevant conferences or workshops.

Subsidy Programs

Oversees the Child Nutrition Program. Monitors income and expenses associated with the program, as well as meal service trends.

Manages the application and audit processes for CACFP and SFSP.

Oversees the Child Care Subsidy Program, associated reporting, billing, payments and attendance audits.

Qualifications:

Bachelor’s degree in related field, preferred.

3 years experience working with government grants or large foundations.

Experience with California Department of Education (or other state government entities) strongly preferred.

Familiarity of federal, state, or local grant compliance, contracts, and funding strongly preferred.

Key Attributes:

Highly responsive

Detail Oriented

Strong organizational skills

Ability to manage complexity

Situational adaptability

Communicates effectively