Ref. PCN8620
Position must be posted for a minimum of 10 days.
261 days/7.5 hours or duty days and hours as assigned
Created: August 2008
Revised: June 2021
BASIC FUNCTION: The Grants Manager position performs high-level professional work related to grant seeking, grant administration, and coordinating grant management activities. Grant administration activities may include any or all of the following: develop and catalog external resources in the areas of training, grant funding sources, and other grant related resources; provide assistance in determining grant eligibility; provide technical assistance and training to departments in grant writing, preparation, and management; develop and implement administrative procedures and controls for grant application process; facilitate interdepartmental coordination and communication on multi-departmental grant projects to ensure that grants are processed and administered in a timely manner and according to grant requirements; provide technical expertise in determining grant compliance requirements.
REPRESENTATIVE DUTIES: Incumbent may perform any combination of the essential functions shown below. This position description is not intended to be an exhaustive list of all duties, knowledge, or abilities associated with this classification, but are intended to accurately reflect the principal job elements.
ESSENTIAL FUNCTIONS:
- Responsible for the overall administration of the project and management of the grant award including all grant deliverables and reporting requirements.
- Develop and implement an effective project management tool for tracking grant deliverables.
- Manage the implementation of all required project activities.
- Ensure that all funded activities comply with grant award.
- Provide leadership in planning program activities and managing operations.
- Develop a plan for project sustainability after the grant funding ends.
- Provide or manage training and technical assistance to support project development, sustainability, and expansion.
- Manage all third-party agreements include Memoranda of Understanding (MOU) and Letters of Agreement.
- Ensure that all program requirements align with culturally and linguistically appropriate goals, policies, and applied standards.
- Describe and manage how the organization will collect, manage, and analyze project data.
- Create a clear plan for the oversight of grant funds and ensure grant activities comply with approved budget.
- Managing timelines, matching funds and regulations and deliverables.
- Submit performance progress and financial reports periodically throughout the project period.
- Provide leadership to optimizing the grant administration process.
- Prepare and monitor budgets.
- Collaborate with fiscal to ensure real-time updates on grant budget, expenses, and timelines.
- Communicate with funder on a regular basis to provide progress reports and troubleshoot obstacles to effective grant administration.
- Seek and participate in training and technical assistance to support effective grant administration.
- Prepare grant proposals and renewals.
- Create a realistic performance management system and process that will effectively track performance outputs and outcomes.
- Manage evaluation of the performance outcomes.
- Recruit, train and supervise grant funded staff in a manner that supports achievement of the stated performance outcomes according to timeline.
- Provide cross-training to department personnel.
Perform related duties as assigned.
-
QUALIFICATIONS:
The District determines whether a candidate is qualified based on fulfillment of prerequisites, relevant work experience, ability to perform the essential functions, reference checks, effective interpersonal and communication skills demonstrated by interview performance and/or writing samples, and achievement on performance-based assessments (if applicable) that demonstrate the candidate possesses the requisite knowledge, skills and abilities. Meeting prerequisites only satisfies the initial screening process and does not indicate the candidate is qualified to perform the essential functions of the position.
KNOWLEDGE OF:
- Grant application process and writing of applications
- Applicable federal, state, and District codes, regulations, policies and procedures governing work scope
- Methods to interpret, apply, and explain rules, regulations, policies and procedures related to work scope
- Planning, organization and coordination needed for assigned program
- Diverse academic, socio-economic, cultural, ethnic, and disability backgrounds of District students
- Interpersonal skills using tact, patience, and courtesy
- Correct English usage, grammar, spelling, and punctuation
- Implement plans and evaluate their outcomes
- Principles and practices of effective leadership
- Principles and practices of supervision and evaluation
- Various grant programs available to school districts
- Editing rules and guidelines
- Standard office practices, procedures, equipment, and techniques
- Computer operation
- Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, etc.), and database applications
- Contemporary writing styles
Research methods and funding sources
-
ABILITY TO:
- Compose and appropriately format correspondence and reports
- Review a proposal or manage a project with understanding of the overall scope and goal of each sponsored project
- Work under pressure to meet deadlines for grant opportunities
- Take initiative and utilize innovative techniques and ingenuity in preparing grant applications
- Interact with various departments of the District
- Work flexible hours for research
- Travel when required for research and training
- Participate as a team player to coordinate grant projects
- Develop, write and implement strategic plans and ability to provide necessary documentation to support grant requirements
- Model effective communication skills using tact, patience, and courtesy to understand and respond to the needs and expectations of team members and others
- Analyze, interpret and communicate data
- Plan, organize, and complete work to meet established timelines and deadlines
- Analyze situations accurately and adopt effective course of action
- Manage multiple projects simultaneously
- Implement plans and evaluate their outcomes
- Prepare and deliver clear and concise presentations to a variety of audiences
- Read, interpret and apply laws, rules and regulations
Supervise, coach, and evaluate the performance of assigned staff
-
PREREQUISITES:
- Master’s degree in education, social work, public health or other related field
- 3 years grant management experience in an educational or nonprofit setting
- 3 years budget management experience
- Competency in project management
- Excellent writing and data management skills
Valid California Driver’s License, if applicable
-
PRE-EMPLOYMENT PROCESS:
Employment eligibility will include fingerprints, tuberculosis and/or other employment clearance
WORKING CONDITIONS
ENVIRONMENT:
Office and diverse school site environments; driving a vehicle to conduct work; fast-paced work; constant interruptions
PHYSICAL REQUIREMENTS:
Consistent mental alertness; sitting or standing for extended periods of time; lifting, carrying, pushing, and pulling objects up to 30 pounds, occasionally 30+ pounds; bending and twisting at the waist, reaching overhead, above the shoulders and horizontally; dexterity of both hands and fingers while performing duties; seeing to read, write and use the computer; hearing and speaking to exchange information, in person or on the telephone, and make presentations.
NON-DISCRIMINATION POLICY:
The Oakland Unified School District does not discriminate in any program, activity, or in employment on the basis of actual or perceived race, religion, color, national origin, ancestry, age, marital status, pregnancy, physical or mental disability, medical condition, genetic information, veteran status, gender, sex, or sexual orientation.
