Position Title: Grant Administrator
Reports To: Vice President of Strategy & Impact
Classification: Exempt; Salary; Full-time
Objective
As both a behavioral health provider and a 501(c)3 non-profit, VOA Alaska is uniquely positioned to leverage funding from public and private sources to support our mission and to eliminate suffering for youth. The Grant Administrator is an integral team member responsible for supporting the acquisition, management, tracking and reporting, and compliance of grants at VOA Alaska.
The Grant Administrator is responsible for managing the implementation, tracking, reporting, and close-out of all public and private grants at VOA as well as tracking/managing misc. contributions made to the organization. This position is for the individual who is inspired and energized by staying on top of a wide range of details and having a pulse on the status of grants essential to operations. Each day in this role may look different, one day may be spent closely reviewing grant expenditure to ensure alignment with grant intent. The next day may include a close review of grant agreements to ensure compliance with terms, timelines, and training. The following day may be spent preparing report templates and sending out communications to solicit program input on narrative elements, such as impact stories or challenges experienced during the reporting period.
We are seeking someone who is:
-
a team player able to work both collaboratively and autonomously while proactively navigating uncertainty,
-
a strong written and verbal communicator who is also excellent at organizing information with keen attention to detail,
-
an out of the box thinker who connects program, agency, and community needs to funding opportunities in compelling ways,
-
competent at reading and comprehending financial and data reports, and
-
comfortable navigating online portals and grant systems.
VOA Alaska is a youth-serving organization providing prevention, early intervention, treatment, and recovery supports to youth and families struggling with mental illness and addiction. VOA Alaska is honored to walk with families during these times and provide support and hope through recovery. Its core values are connection, responsibility, courage, innovation, hope, and joy. Members of our workforce are expected to espouse these core values and align with this mission of services to the community.
Essential Functions, Duties & Responsibilities
Grant Management (50%)
-
In charge of ongoing maintenance of grant pipeline and management tracking resources (Monday.com).
-
Reviews & facilitates execution of grant agreements.
-
Prepares materials & communicates launch of new grants to include communication with program & admin teams for smooth roll-out.
-
Monitor progress & work with VOA leadership to ensure grant activities meet the conditions & expectations of grants.
-
Oversee the preparation & submission of all federal, state, local, foundation, and corporate reports as required for VOA, to include timely, consistent, & professional communication of reporting requirements, timelines, & materials to internal stakeholders for completion.
-
Maintain grant files within SharePoint to be auditable at all times.
-
Coordinate with Grants & Development Manager the renewal of existing grants as part of ongoing continuation cycles to include updating project scope, activities, timelines, outcomes, and budgets.
-
Supporting communications team with information about donations and grants received for use in newsletters/campaign updates/impact reports.
Finance (25%)
-
Develop & maintain in-depth familiarity with grant budgets & spending restrictions/flexibilities.
-
Ongoing monitoring of grant expense allocations & collaborative resolution of adjustments with finance/program.
-
Ongoing monitoring of grant spend rates & identification of potential adjustments, when needed.
-
Recording grants awarded, individual, corporate, and in-kind donations, pledges, payments, etc. in Network for Good.
-
Tracking and processing annual board pledges.
-
Processing contribution tax acknowledgements.
-
Ensuring alignment of development system (Network for Good) with finance system (QuickBooks).
-
Monthly preparation of contribution summary for board & leadership meetings (RDC Snapshot & RD Workgroup).
-
Collaboration with Finance team on compilation & submission of timely & accurate financial reports.
Data (25%)
-
Collaboration with external contractor (XPIO) regarding data exportation and visualization, validation/accuracy of reports, development of new reports (as needed), and completion of special data requests (as needed).
-
Familiarity with grant reporting data requirements including what data is required/expected from each funder/grant, where the data can be found, parameters to be aware of, and validation steps to ensure consistent & accurate reporting.
-
Support for program, admin, and leadership teams in interpreting data and incorporating into grant reporting narratives.
-
Other duties as assigned.
Knowledge, Skills and Abilities
-
Experience in or knowledge of the behavioral health and/or health care industry preferred.
-
Grant writing and administration experience required.
-
Experience working with local, state, and federal funding agencies.
-
Comfortable navigating a range of technological systems and portals (Most commonly used: Teams, SharePoint, Outlook, Excel, Word, PowerPoint, PowerBI, AKAIMS, Adobe Pro, Monday.com, Network for Good, QuickBooks desktop, GEMs, eSnaps, SAGE, etc.)
-
Knowledge of grant funding policies and procedures and applicable local, state, and federal regulations.
-
Proven abilities in analytical, database, and reporting skills.
-
Excellence in records maintenance and database management.
-
Demonstrated initiative and ability to work accurately with minimal supervision.
-
Positive team player skills with willingness to invite and respond to a variety of input.
-
Professional and clear verbal and written communication with program and finance staff, grantees, and applicants.
-
Attention to detail and deadlines, strong organizational skills, and an ability to manage and complete multiple tasks.
All members of the workforce will be expected to demonstrate a commitment to VOA’s vision and mission and consistently demonstrate its values in all areas of their work. Moreover, everyone is expected to demonstrate collaboration and teamwork, accept direction, feedback and coaching, and prove themselves to be a reliable and consistent resource to clients and colleagues.
Specifically, this position requires:
-
Judgement and Decision Making: Incumbent must be proficient at prioritizing and organizing data and information and demonstrate strong analytical and critical thinking skills that result in efficient and sound solutions and decisions.
-
Independence: Incumbent must demonstrate self-determination and effectiveness with working with minimal supervision
-
Communication: Incumbent must be skilled at both oral and written communication and clearly demonstrate an ability to collaboratively communicate, listen effectively, and deliver information in an understandable and organized fashion to a variety of stakeholders.
-
Service and Accountability: Incumbent must demonstrate a strong commitment to customer service as well as prove him/herself accountable for quality and effectiveness in all areas of the work.
-
Leadership: Incumbent must possess a strong foundation of leadership skills.
-
Software Proficiency: Incumbent must possess a strong knowledge of and capacity for learning a variety of office suite applications.
-
Technical Knowledge: Incumbent must possess knowledge of accepted grantmaking principles and legislation impacting non-profit funding and reporting.
Working Conditions
The work environment characteristics and physical demands described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
-
Works in office areas. Interacts with staff, consultants, and outside vendors. May be subjected to interruptions throughout the workday.
-
While performing the duties of this job the employee is frequently required to sit; use hands to finger, handle, or feel; and talk or hear. The employee is occasionally required to lift up to 25 pounds. The vision requirement includes close vision.