Job Description

Company: Sunflower Foundation
Job Title: Grant Manager
Job Classification: Exempt; Full-Time
Work Schedule: As agreed and approved upon between employee and supervisor in accordance to normal operating hours of 8am-5pm, Monday through Friday.
Pay Range: $55,000-$70,000, based on experience
Reporting Relationship: Chief Financial Officer
Supervises: None
Location: On-site, Topeka KS office

Primary Accountabilities:

The Grants Manager is responsible for executing grantmaking processes, managing grant documents, maintaining database systems, and communicating with foundation leadership, staff, and grantees. This position will promote and apply best practices for effective grantmaking throughout the grant lifecycle. This position reports to the CFO and supports the foundation in fulfilling its vision, mission and strategic priorities by providing technical system design and implementation along with monitoring all components of grants through Fluxx, the foundation’s grant management software. Grants management consists of multiple steps that ensure the grant process is carried out effectively, aligns with the goals of both the foundation and the grantee, and follows the IRS, audit, and legal requirements for Sunflower Foundation as a supporting organization and Kansas Fights Addiction (KFA) as part of the state. This person will be a team player and problem solver demonstrating strong analytical and communication skills. This position works closely with all foundation partners, staff, and executive team. This role is ideal for someone who has experience in grants management, enjoys optimizing systems, and can balance detailed administrative work with strategic process improvement.

Major Duties:

Systems and Database Management

Fluxx is Sunflower’s grants management software system (GMS). The Grants Manager will promote data integrity and system functionality to support operational excellence and strategic decision-making.

• Apply technical programming and grant data maintenance in GMS including monitoring and tracking flow of data through the system for use by all participants in real-time.
• Facilitates adjustments to grantmaking forms, reports, templates, and applications, and any subsequent modifications throughout the grantmaking lifecycle and on an as needed basis.
• Create and maintain accurate grant files that meet legal, auditing, and foundation requirements, including IRS compliance.
• Set up and maintain systems to establish reporting procedures, manage payments, and report schedules
• Design and implement workflow for efficient grants processes
• Organize formal training, including the creation of related training tutorials on grantmaking practices for staff, grantees, trustees, and other stakeholders.

Grants Cycle Management

A typical grants management cycle includes Requests for Proposal (RFPs), entity applications including eligibility checks other organizational due diligence tasks, grant agreements for awardees, payments, reports, feedback, and impact reporting. This position manages grants throughout the cycle including, but not limited to, tasks such as:

• Manage the lifecycle of a grant including award administration, reporting, modifications, and closures along with preparing grant-related correspondence including agreements, payment schedules, reporting requirements, budget modifications, and amendments.
• Participate in joint staff reviews of RFPs and potential creation of new applications.
• Review submitted proposals to ensure eligibility and application requirements are complete.
• Follow up with grantees with questions concerning preliminary application completeness and helping applicants throughout the entire grant process.
• Work with CFO with completing due diligence on applications and drafting grant agreements and amendments including Letters of Agreement, Award and Payment Letters.
• Consult with CFO and/or Program Officers as necessary about special conditions.
• Work with CFO on monthly grant payment schedules by verifying all grantee requirements are met. Develop payment and reporting schedules within foundation policies and needs of grantee.
• Conduct daily management of grant requirements in Fluxx including accuracy and completeness through upkeep of new registrations, applications received, reports received, payment contingencies, closing completed grants, and other grantee requirements.
• Provide grant information as requested by the President, Program Officers and/or CFO.
• Monitor and review receipt of progress, financial, and final reports.
• Assist program and finance staff by reviewing initial financial and narrative reports on grants; follow up if necessary.
• Work closely with Program Officers and/or CFO on any significant grant changes in budget, timing of payment(s), goals, timeline, outcomes, reporting dates, etc.
• Evaluate financial reports – reviews budget and financial grant report, determine level of compliance with grant conditions, report any areas of concern to CFO.
• Assist with the preparation of reports and meeting materials for staff and Board meetings.
• Proactively assess and refine grantmaking and administrative processes to improve efficiency.

Grants Evaluation, and Impact Reporting

• Assists with grants payable reconciliations between Fluxx and the general ledger.
• Assists CFO in preparing grant reports for annual audit.
• Supports production of evaluation data relative to the foundation’s impact for boards (Sunflower and KFA), committees, and other stakeholders.

Qualifications:

• An associate’s degree from an accredited college or university, in a related field, is required
• Two (2) or more years of related work experience
• Experience in philanthropy, foundation or other non-profit grant management or grant writing preferred
• Database proficiency (Access, Excel or a similar proprietary database product)
• Experience with Windows based programs as well as the Microsoft Office package
• Demonstrated organization and time management skills
• Attention to detail and problem solving, with demonstrated capacity to meet deadlines and commitment to customer service
• Proficient written and oral communication skills
• Remaining open-minded and coachable with the ability to work effectively as part of a team as well as independently
• Unquestionable ethics and personal integrity

Physical Demands:

• Ability to read, talk on the phone, speak clearly, and listen effectively.
• Ability to work on the computer for hours at a time and concentrate on detailed information.
• Vision abilities for close vision, peripheral vision, and depth perception.
• Sit, stand, and walk for extended periods of time.
• Bend, kneel and reach items with use of hands to finger, handle or feel objects, tools, or controls.
• Unpack, lift, and move items up to twenty-five (25) pounds.

Work Environment:

• Professional and deadline-oriented environment in an office setting.
• Interaction with all foundation partners, staff, and stakeholders.

Additional Duties:

Additional duties and responsibilities may be added to this job description at any time. The job description does not state or imply that these are the only activities to be performed by the employee(s) holding this position. Employees are required to follow any other job-related instructions and to perform any other job-related responsibilities as requested by their supervisor.

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