Director, Grant and Contract Administration

Director, Grant and Contract Administration

Seattle, United States Posted on 10 / 15 / 2024

We exist to eliminate the need for the criminal legal system for youth and young adults. To do this, we create alternatives to incarceration for youth and young adults based on committed relationships centered on love, compassion, and consistency.

We use community to heal community, planting seeds of hope, self-respect, and vision to unlock the promise of our youth while fighting to dismantle the systems of oppression that threaten to take that promise away.

Check you match the skill requirements for this role, as well as associated experience, then apply with your CV below.

Why We Matter

Over the last 20 years, we have seen a sharp decline in the number of young people in detention across King County. But even as the overall number decreased, our juvenile legal system has had an increasingly and disproportionately harmful impact on youth of color, particularly Black youth.

While only 10% of King County’s 2 million residents are Black, they now make up almost half of the detention population on any given day and more than half of felony offenses.

In the last three years, Community Passageways has worked with nearly 200 young people with felony charges with the aim of diverting their charges and keeping them in the community.

In the end, most of them spent no time in detention and the average young person saw an 80% reduction in their length of sentence.

The young people kept in the community through their dedication and our support have gone on to enroll in college, start businesses, graduate from high school, and help rebuild our communities.

Who We Are

We are a family born from the community we serve. The lived experiences of staff prepare them to act as credible messengers and Ambassadors.

Our Ambassadors work with heart, humility, and compassion to lead community and school-based healing circles, individual and family case management, court advocacy, and youth leadership opportunities.

Job Description

Our non-profit organization seeks an experienced Director of Grant and Contract Administration to lead and enhance our grant and contract management processes.

This position is critical to our strategic expansion into new funding territories, including foundation, city, state, and federal grants.

The ideal candidate should have a strong background in managing qualitative and quantitative data, emphasizing system implementation for grant and contract compliance and budget support.

As the primary liaison for our funders, sub-recipients, and vendors and a key collaborator across various departments, the Director will be responsible for streamlining communication and ensuring that all parties, including our Executive Team, board, and program directors, are regularly informed about their fiduciary duties and the status of contracts and grant spending.

This role is about maintaining the status quo and transforming our current processes to handle increasing demands more efficiently.

The Director will report to our COO and co-develop a robust infrastructure for managing our grants and contracts. This leadership role is crucial in addressing current gaps in the team's proactive communication and organizational skills.

The position calls for exceptional abilities in Excel and a readiness to adapt to new technologies, ensuring that our organization stays at the forefront of effective grant and contract administration.

Requirements

The ideal candidate will have at least 7 years of progressive experience in grants and contracts management, with proven success in managing large, multi-source funding for a nonprofit organization.

A bachelor's degree in public administration, nonprofit management, or a related field is required; a master's degree is preferred.

The candidate should possess strong technical skills in grants management software, financial compliance, and nonprofit accounting, as well as certifications such as CGMS or CNAP.

We are seeking a strategic leader with excellent communication skills, a high degree of attention to detail, and demonstrated experience cultivating relationships with funders and stakeholders.

This blend of education, experience, and technical skills ensures that the candidate can effectively manage complex funding environments and contribute to the overall sustainability and growth of the organization.

Grant and Contract Management

• Oversee the administration of existing grants and contracts, ensuring compliance with all terms and conditions.
• Lead the pursuit of additional funding opportunities, aligning with our strategic goals for 2024 and beyond.
• Implement and manage systems for tracking and reporting on grant and contract utilization, ensuring alignment with budgetary and compliance requirements.
• Although we have contract grant writers, occasionally this position will be required to support grant writing on a team comprised of operations staff and executive leadership.

Contract Compliance

• Guide program teams on contract requirements, developing systems for tracking and ensuring fulfillment.
• Collaborate on drafting monthly and quarterly progress reports.
• Assemble supporting materials / documents for funders, managing timely submissions.
• Partner with the Finance team to oversee invoice processing and grant budget expenditures.
• Monitor contract termination dates, managing renewals and extensions.
• Handle contract close-outs, extensions, or renewals, and guide new / renewing grant applications.
• Draft, prepare, review, revise, negotiate, and execute all contracts.
• Maintain organized, accurate records and correspondence.

Data Management and Reporting

• Manage both qualitative and quantitative data related to grants and contracts.
• Develop and maintain advanced Excel spreadsheets and adapt to new technologies for efficient data management.
• Provide regular, detailed reports to the board regarding fiduciary responsibilities related to public funding.
• Partner with IT Director and Program staff to maintain reporting infrastructure and program evaluation methods.

Communication and Collaboration

• Serve as the primary point of contact for funders, ensuring proactive and clear communication.
• Regularly update program directors on the status of their contracts and grant spending.
• Foster a culture of proactive collaboration with program and operations staff, ensuring all departments are aligned and informed.

Financial Management and Budgeting

• Create and manage budgets for multiple grants and contracts including forecasting, tracking expenses and revenue while ultimately ensuring we meet funder's expectations.
• Understand basic accounting principles and practices as it relates to restricted and unrestricted funds, cost allocations, and indirect costs.
• Manage Fiscal review processes.

Risk Management and Legal Acumen

• Ability to identify risks associated with grants and contract management including potential compliance violations, under-performance, or financial mismanagement.
• Familiarity with contracts, legal agreements, IP rights, and any other legal rights related to grants and funding.
• Lead, manage, and mentor the grants and contracts team, including a Senior Contracts Manager and a Data Quality Analyst.
• Address current gaps in communication and organizational skills within the team, setting high standards for performance and accountability.

Strategic Planning and Analysis

• Contribute to strategic planning, particularly in identifying and securing new funding opportunities.
• Analyze contract and grant portfolios to assess performance and identify areas for improvement.

Stakeholder Engagement

• Engage with internal and external stakeholders to ensure alignment of contracts and grants with organizational goals.
• Lead discussions and presentations to the board, funders, and other key stakeholders.

Note : We value diverse experiences and perspectives. Lived experience with systemic racism, involvement in the criminal justice system, or engagement in social reform efforts is highly valued and can be considered equivalent to formal education if accompanied by the skills listed as important above.

We seek candidates who are passionate about these issues and committed to promoting justice and equity.

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