Flexibly Focused

Grants Manager (Family Office)

Posted 14 Oct

What’s this role about? The Grants Manager oversees the full grant cycle, including application processing, database management, and compliance for philanthropic programs. They also serve as a liaison between departments to ensure efficient workflows and provide data-driven insights to leadership.

Chicago, Illinois

Hybrid

$100K – $110K

Full-time

5-10 years exp

Bachelor degree

Skills required

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Responsibilities

The Company is seeking a full-time Grants Manager to lead grants management
processes for the philanthropic programs of the family and the family’s
foundations. This includes pre- through post-award management for a high volume
of grants. The position reports to the Company’s Associate Director. The
family’s philanthropic interests focus on Arts, Local Communities, Education,
the Environment, and Global Impact.
The Grants Manager oversees grantee and prospective grantee partners’ full grant
cycle including the application process, database management, grant
documentation, and grant compliance. Serving as a key link between the family
office’s program, finance, and technology departments, the Grants Manager is
responsible for maintaining robust and effective workflow processes to ensure
quality, consistency, and timeliness.
Manage grantmaking operations through all stages of the grant cycle, and
manage all aspects of process implementation
Work internally to define and maintain workflows and keep program staff
updated on progress
Serve as key point of contact for applicants and grantees regarding submission
of applications and reports
Track and confirm that application materials are complete when submitted
Maintain grant cycle calendar on behalf of philanthropic staff
Work with staff to prepare and develop quarterly grantmaking meeting materials
Maintain an operations manual and provide clear instructions on grant
procedures to both grantees and staff
Serve as systems administrator for a robust database, always maintaining high
data integrity
for grantee records and files
Optimize the functionality of a newly implemented database to improve
efficiency, workflow, and inter-department communications
Ensure that grants management software is being fully utilized and maintained,
including software add-ons
Maintain relationship with software vendor(s) and oversee contract renewals
for all system-related software
Educate and train staff on grants management system
Provide technical assistance to applicants with online application and
reporting processes
Manage all grantee correspondence and internal logistics related to the
processing and execution of contracts and agreements
Work with program staff to determine grant payment schedules, reporting
deadlines, and recognition requirements
Develop, maintain, and deliver grantmaking dashboards, data visualizations,
and performance analytics for board and staff audiences, translating complex
grant portfolio data into actionable insights that support strategic oversight,
measure progress against objectives, and inform funding decisions throughout the
year
Serve as key contact for questions/comments on agreements with grantees,
vendors, and other partners, coordinating with internal stakeholders, as
applicable
Partner with finance team to process payments for all grant awards, audit
requirements, and grant projection reporting, ensuring full compliance with
internal controls
Support program leads and grantees to ensure compliance with grant agreements,
project- specific requirements, and successful project implementation
Provide accurate grant data/information to staff
Communicate with diverse stakeholders (e.g., nonprofit agencies, public and
private funders) regarding the family’s grantmaking priorities, guidelines, and
proposal review processes
Engage with external grantmaking networks and peer organizations to stay
informed of emerging trends, benchmark organizational practices, and drive
continuous improvement in grantmaking processes and outcomes
Support periodic vendor management needs
Participate in team meetings to discuss operational matters, grants, new
projects, etc.
Work directly with senior leadership on Board-related requests outside the
typical scope of the Foundation’s grantmaking
Provide additional support to staff, as required

Qualification

Finance & AccountingAdministrativeManagement & LeadershipSocial Services

Bachelor’s degree and at least 5 years of professional work experience in
foundation administration and/or grants management. Family office experience is
a strong plus.
Strong knowledge of philanthropic grantmaking processes, grant management
systems, and financial reporting. Proficiency in Microsoft Office Suite
required; SmartSimple database experience strongly preferred.
Experience creating dashboards, reports, and data visualizations to support
decision-making
Superb attention to detail
Excellent administrative and project management skills
Strong facilitation skills and ability to serve as an effective liaison across
departments and teams
Strong internal motivation, with the ability to effectively and efficiently
set priorities and independently manage multiple tasks under minimal supervision
Excellent written, verbal, collaborative, interpersonal, and problem-solving
Highly responsive with the ability to shift priorities quickly as
organizational demands require
High level of discretion in maintaining confidentiality of information
Committed to ongoing learning and professional and personal development
Professional, flexible, and a can-do attitude

Benefits

The starting salary for the Grants Manager position will be in the $100,000
$110,000 range. The Company provides a generous comprehensive compensation
package, including medical insurance, paid time off, 401k, annual incentives,
and more.
The Company maintains a hybrid office environment out of their Chicago, Illinois
office near several CTA and Metra lines in the Loop. The Grants Manager is
expected to work from this office two days per week (with the remaining days
remote-optional).

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