Description:
EMBRACING ABILITIES. EXPANDING POSSIBILITIES.
At Easterseals of Chicagoland and Greater Rockford (ECR), we are committed to two – often interconnecting - pillars of work……early learning and disability. Through these pillars, we transform the lives of early learners and individuals of all abilities through access to expert educational, family, and community support. As an affiliate of America’s largest nonprofit healthcare organization, we have proudly served the communities and families of Chicagoland and Greater Rockford since 1936.
ECR’s largest program, Early Learning Services (ELS), operates a robust, year-round, full-day early learning program throughout Chicago and Suburban Cook County through both home-based and center-based services. The program is primarily funded by a direct federal grant from the Office of Head Start and state Preschool for All and Prevention Initiative funding through the City of Chicago and the Illinois State Board of Education, along with some smaller foundation grants and private philanthropy.
For more information about our organization, please visit us online at www.eastersealschicago.org.
The Grant Manager, under the direct leadership of the AVP of Early Learning Services with a dotted line to ECR’s Director of Grants Management, has full accountability for the grant cycle for all early learning grants including applications, budgets, waivers, reporting, systems, processes and controls, grant administration, management and oversight, recordkeeping, compliance, and funder relationship management. This role works closely with program leadership and the agency’s grant management team to ensure the grant budget aligns with program goals and expenditures are managed with the grant budget. Collaborates with the agency’s grants team responsible for billing, collection, reconciliation, and financial reporting for all grants.
The Grant Manager helps ensure program sustainability by maintaining strong and compliant relationships with funders while meeting program resource needs.
This position is headquartered at Easterseals Chicago Location at 1939 W 13th Street, Chicago, IL 60608.
MAJOR FUNCTIONS/ACCOUNTABILITIES:
Funding Opportunities:
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Proactively monitor the landscape for funding opportunities and recommend opportunities to program leadership.
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Participate in ECR’s grant solicitation team to evaluate grant opportunities and recommend/ develop grant proposals.
Grant Administration, Management, Compliance and Oversight:
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Ensure grants are implemented to the operational and financial needs of the program and the requirements of the funders.
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Stay apprised of changes in grant laws, regulations, guidance, and practices. Provide clear communication of rules and regulations related to grants management across the program.
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Assure adherence to rules and regulations, not limited to the 45 CFR 75 and the Grants Accountability and Transparency Act (GATA) by maintaining an effective compliance program.
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Provide onboarding and training to staff throughout the program related to their grant management, compliance, and reporting responsibilities.
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Maintain detailed, organized records of all grants awarded including specifications, requirements, milestones, and all compliance/ reporting due dates.
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Communicate ongoing progress and keep staff informed about upcoming deadlines and deliverables, ensuring smooth completion of work responsibilities.
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Maintain reports, paperwork, and other related documents connected with ELS grants.
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Prepare spending projections and report budget to actual grant spending to program leaders at least monthly. Alert leadership to any over/under spending concerns and assist leadership in developing and implementing action plans to address these issues.
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Develop and maintain tracking systems to monitor performance outcomes to ensure optimal performance and compliance with funding standards, regulations, and guidelines.
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Monitor the program’s administrative cost percentage to ensure compliance with the 15% threshold.
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Monitor the program’s non-federal share to ensure compliance with the 20% threshold.
Systems, Processes, and Controls:
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Design and implement grant administration processes throughout the program; develop strategies to optimize grants administration processes.
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Develop, communicate, and implement effective grants management practices with aligned technology solutions. Ensure continuous process improvement, cost-effective system maintenance and support, and the development and implementation of standardized practices, systems, policies, and management tools.
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Determine the qualitative and quantitative measures critical for tracking and understanding grant management practices' effectiveness.
Grant Applications, Budgets, Analysis and Reporting:
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Take an active role in writing grant proposals and preparing grant applications as required, including leading same.
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Prepare grant budgets and budget amendments as needed.
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Ensure timely and accurate filing of all required reports.
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In collaboration with the CFO and Controller, maintain the program’s cost allocation plan and ensure its consistent implementation across the program.
Funder Relationships:
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Manage funder audits, including organizing the team, preparing materials, responding to inquiries, preparing and managing corrective action plans, etc.
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Serves as liaison to funding bodies.
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Consistently develop and sustain cooperative working relationships with funders.
Other:
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Represent Easterseals positively and professionally to all stakeholders.
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Take accountability for ongoing learning and development; maintaining current knowledge of funder processes and compliance requirements.
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Comply with federal, state, and company policies, procedures, and regulations.
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Participate in strategic planning for the program as assigned.
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Manage and maintain access to all funder portals and websites.
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Perform other duties as assigned.
Requirements:
Education/Certification:
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BA or BS in Accounting, Finance, or Business Administration, or equivalent combination of education and experience.
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Grants Management certificate or ability to earn certificate within one year of hire.
Experience Required:
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Five years of broad, progressive experience in government grants management/ administration.
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Three years of accounting, financial analysis, and budgeting experience, preferably in the nonprofit sector.
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Experience successfully preparing for and managing funder audits.
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Experience managing large, complex projects.
Required Knowledge:
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Expert-level knowledge of Uniform Guidance and other government grant requirements, compliance, processes, systems, controls and best practices required. Head Start knowledge and experience strongly preferred.
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Expert-level knowledge of grant writing and grant management best practices.
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Strong knowledge of audit, accounting, budgeting, analysis, business operations and nonprofit industry required.
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Proficient in using computers with related knowledge of software programs and internet. Strong knowledge of general ledger software (generic), as well as intermediate-level knowledge of Microsoft Word, PowerPoint, Teams and Visio and advanced knowledge of Microsoft Excel.
Skills/Abilities:
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Systems orientation, with a track record of improving and enhancing existing grants management technologies, developing new solutions, and maintaining an awareness of and willingness to use new and emerging platforms.
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Exceptional project management skills: demonstrated ability to take ownership of complex projects from conception to fruition, with continuous follow up to ensure project completion within specified time parameters.
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Financial analysis and management skills including developing and monitoring budgets and financial reporting.
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Strong active listening skills and customer service orientation to accurately capture needs of others and plan follow up for implementation.
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Proven ability to produce high-quality reports of data or related grant information, and to maintain integrity of data; keen attention to detail and accuracy is imperative.
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Outstanding organizational skills and effective time management skills; ability to manage multiple deadlines simultaneously; ability to work effectively under pressure.
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Ability to prioritize work, track/ monitor work, meet deadlines and produce quality results on time with attention to detail.
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Exceptional written and verbal communication skills (including strong technical writing skills), with experience presenting complex materials in an understandable manner to a variety of audiences.
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Excellent interpersonal skills that allow for effective relationships in a diverse environment.
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Resourcefulness and proactive work ethic.
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Ability to type and 10-key by touch.
ADA: Easterseals will make reasonable accommodations in compliance with the Americans with Disability Act of 1990. Unless exempted by the Americans with Disabilities Act, all persons hired for this position are required to possess the ability to perform the physical tasks necessary to treat clients, i.e., bending, floor-sitting, etc., as well as to have the ability to lift up to 50 pounds frequently.
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