What are the responsibilities and job description for the Grants Manager position at Connect Search?
JOB DESCRIPTION
Title: Grants Manager
Reports to: Executive Director
Status: Salaried, full-time, exempt
On site: Hybrid 3 days/week in Chicago office 1
WHO WE ARE
Connect Search is partnering with our client, which is a private grant-making foundation, listed on Crain’s 2024 Largest Foundations in Chicago, with a current endowment of approximately $180 million. Since 1951 they have proudly invested in local nonprofits, neighborhood-based organizations and institutions who are working to improve the lives of people in the greater Chicago region.
Supported by our community-minded board of directors, our small, collaborative staff is committed to ensuring that our grantee partners are equipped to meet the unprecedented challenges of 2025 and beyond. This year the client looks forward to hiring a new Executive Director, rolling out strategies for our three program areas: Entrepreneurship, Health, and Intellectual Developmental Disabilities, and making approximately 270 grants totaling $9 million.
OUR MISSION
Our client invests in the efforts of community-based organizations and local institutions to preserve and strengthen the physical health and the economic and emotional well-being of people living in the greater Chicago region.
OUR VISION
The Foundation will create more compassionate, equitable and inclusive resources and opportunities that improve people’s lives with thoughtful and sustainable solutions.
OUR VALUES
Respect for Community
Responsiveness
Empathy
Responsible Stewardship
WHERE WE ARE
We work in the office Tuesday, Wednesday, Thursday and occasionally other weekdays for special events/meetings as needed in our renovated offices in the gorgeous and historic Civic Opera Building, centrally located in the Loop and easily accessible by Metra and CTA.
1 A fully remote arrangement (with periodic in-office visits) may be considered for candidates having proficiency with Fluxx.
WHAT THE POSITION IS
The Grants Manager works closely with staff to ensure the quality, timeliness, and consistency of all aspects of grants management.
To be effective in this position, the GM will work collaboratively across multiple internal and external constituents, demonstrating a deep understanding of the needs of applicants, grantees, Foundation leadership and other stakeholders and ensuring that those perspectives are incorporated in the grant-making process.
PRIMARY DUTIES AND RESPONSIBILITIES
Grants Management
Title: Grants Manager
Reports to: Executive Director
Status: Salaried, full-time, exempt
On site: Hybrid 3 days/week in Chicago office 1
WHO WE ARE
Connect Search is partnering with our client, which is a private grant-making foundation, listed on Crain’s 2024 Largest Foundations in Chicago, with a current endowment of approximately $180 million. Since 1951 they have proudly invested in local nonprofits, neighborhood-based organizations and institutions who are working to improve the lives of people in the greater Chicago region.
Supported by our community-minded board of directors, our small, collaborative staff is committed to ensuring that our grantee partners are equipped to meet the unprecedented challenges of 2025 and beyond. This year the client looks forward to hiring a new Executive Director, rolling out strategies for our three program areas: Entrepreneurship, Health, and Intellectual Developmental Disabilities, and making approximately 270 grants totaling $9 million.
OUR MISSION
Our client invests in the efforts of community-based organizations and local institutions to preserve and strengthen the physical health and the economic and emotional well-being of people living in the greater Chicago region.
OUR VISION
The Foundation will create more compassionate, equitable and inclusive resources and opportunities that improve people’s lives with thoughtful and sustainable solutions.
OUR VALUES
Respect for Community
Responsiveness
Empathy
Responsible Stewardship
WHERE WE ARE
We work in the office Tuesday, Wednesday, Thursday and occasionally other weekdays for special events/meetings as needed in our renovated offices in the gorgeous and historic Civic Opera Building, centrally located in the Loop and easily accessible by Metra and CTA.
1 A fully remote arrangement (with periodic in-office visits) may be considered for candidates having proficiency with Fluxx.
WHAT THE POSITION IS
The Grants Manager works closely with staff to ensure the quality, timeliness, and consistency of all aspects of grants management.
To be effective in this position, the GM will work collaboratively across multiple internal and external constituents, demonstrating a deep understanding of the needs of applicants, grantees, Foundation leadership and other stakeholders and ensuring that those perspectives are incorporated in the grant-making process.
PRIMARY DUTIES AND RESPONSIBILITIES
Grants Management
- Manage and continuously work to improve the Foundation’s Fluxx grants management system, processes, and capabilities for greater efficiency and efficacy.
- Proactively design and conduct training for Foundation staff, board, consultants and grantees to support shared understanding of the Foundation’s policies and processes regarding grantmaking and grant seeking.
- Lead the Foundation’s grant cycle work of award management, funding, payment and reporting.
- Prepare, send, and track award letters, grant agreements and related documents, confirming compliance with IRS regulations and Foundation requirements.
- Partner with the CFO to process, track and record grant payments.
- Assist Program Officers with due diligence, including reviewing grantee financial statements and other research.
- Work closely with CFO and Program Officers to allocate budgets for the Foundation’s grant-making programs.
- Maintain and provide data for internal operational purposes, e.g., regular payment releases and cash flow reporting, program budgeting, board books, website grants listing, 990-PF schedules, annual audit.
- Serve as an expert resource on industry grantmaking best practices through participation in professional development opportunities through Fluxx, PEAK Grantmaking, etc.
- Serve as the primary contact for past, current and prospective grantee inquiries about the grants process (including eligibility, application, approval, grant agreements, payments, and reporting).
- Troubleshoot grantee issues, manage the proper workflow of grant paperwork.
- Serve as primary Fluxx and technical support for grantees throughout the grantmaking process.
- Maintain accuracy of grantee records, including organizational, financial, banking and contact information, grant status, coding, reporting, and payments.
- Process grantee audit confirmations.
Systems Management
Legal & Compliance
Board Meeting Support
QUALIFICATIONS- Ensure seamless integration of the Fluxx grants management software with the Foundation’s accounting and operating systems.
- Train staff and grantees on Fluxx and keep the team updated on new functionalities.
- Serve as primary staff helpdesk for Fluxx technical support; escalating issues to Fluxx Helpdesk as needed.
- Coordinate and conduct functionality testing of system upgrades and updated configurations; track and resolve system issues with Fluxx
- Ensure and evaluate the integrity of grants-related data and systems, and systems records.
- Evaluate existing and evolving technologies and trends in the grant-making field and make recommendations for improvement.
- With the CFO, ensure compliance with relevant tax laws governing the Foundation’s grants and source of funding.
- Remain up to date on foundation and nonprofit best practices, grant-making guidelines and regulations, and manage and recommend changes for new and existing grant-making policies, including the incorporation of new tax and charitable contribution laws.
- Work closely with staff to produce and assemble board book materials for quarterly and ad-hoc board meetings, including grant dockets, presentations, reports and related documents.
- Manage, maintain and deliver grant-related reporting to internal and external stakeholders as needed.
- Prepare and present reports during Board Meetings.
- Requires a bachelor’s degree or equivalent experience in a field related to the nonprofit sector.
- Knowledge of budgeting, analysis, reporting and grants management.
- Deep understanding of grants management policies, processes, and systems that have been gained through 5 or more years working at a grantmaking organization or in a grants management-related role
- Minimum 5 years using and managing a grants management system or database
- Experience with the Fluxx grants management system
- Knowledge of federal, IL state and local government laws and regulations regarding grant agreements and administration, including tax laws governing charitable contributions.
- Ability to design and deliver effective individual and group training sessions and materials.
- Superior analytical and data management skills, with demonstrated attention to detail, accuracy, and high-quality work.
- Strong computer skills and experience with Microsoft365 Office Suite, especially Outlook, Excel, Word, PowerPoint and DocuSign
- Strong writing, editing, proofreading, research, and grammar skills.
- This is a full-time position with a salary of $90,000 to $100,000, commensurate with experience.
Competitive Benefits Package including
* Provided at no cost to the employee.
EQUAL OPPORTUNITY EMPLOYMENT
Our client is an Equal Opportunity Employer. We do not discriminate on the basis of race, gender, religion, color, national origin, sexual orientation, age, marital status, veteran status, or disability status. All employees are responsible for maintaining a work culture free from discrimination and harassment by treating others with kindness and respect. We value a diverse work environment because teams are stronger with different perspectives and experiences. We encourage women, people of color, LGBTQIA individuals, people with disabilities, members of ethnic minorities, foreign-born residents, older members of society, and others from minority groups and diverse backgrounds to apply.
PHYSICAL DEMANDS
This position is primarily a sedentary role. However, the person in this position may need to occasionally move about inside the office to liaise with internal staff, access files, office machinery and a copier/scanner/printer. Our client is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its programs, and operations.
- Experience with or passion for our mission, vision, values and one or more of our three program areas
- Demonstrated ability to work as part of a team and with people who hold diverse perspectives.
- Capacity to work amicably in a small office with a high volume of work, as well as a deep sense of responsibility and accountability.
- Personal and professional commitment to justice, equity, diversity, and inclusion is evident in how they think, act, and contribute to a team.
- Highly developed emotional intelligence and demonstrated ability to use interpersonal skills and political acumen in respectful and collaborative ways.
- Flexibility, curiosity, and a sense of humor in working directly with teams and managing multiple stakeholders.
- High degree of professional ethics and integrity.
- SEP Retirement Plan with employer contribution
- Medical, dental, vision insurance*
- Life insurance*
- Short-and long-term disability insurance*
- Generous PTO
- Pre-tax Commuter Plan
- Onsite fitness center*
- Employee Matching Gifts
Salary : $90,000 - $100,000
