Director of Grants Administration

VERMONT COMMUNITY FOUNDATION•Middlebury, VT

2d•$90,000 - $115,000•Hybrid

About The Position

For 40 years, the Vermont Community Foundation (VCF) has served Vermonters and their families through philanthropy and building stronger communities. Our mission—Better Together: inspiring giving and bringing together people and resources to make a difference in Vermont—provides the bedrock for our workplace culture. Our employees are passionate about making a difference every day. We approach our work with curiosity, respect, and integrity, and believe in collaboration, equity, and diversity. When you join our team, your work will matter to Vermont communities. The Director of Grants Administration is responsible for strengthening the impact of VCF’s work by managing and continuously improving processes for all grant programs, including grant processing, data analysis, structural design, and related initiatives. The Director works closely with the VP of Community Impact (CI) to develop a workplan for the CI grantmaking team and set budget priorities each year. This role serves as the lead for the grantmaking team within CI, ensuring that grant payments are processed efficiently and correctly, grant programs are administered fully and accurately, services provided to grant seekers and reviewers are consistent, and grantmaking data is analyzed and shared to inform decision-making. This role provides direct supervision to the grantmaking team. The VCF is on a growth trajectory and is looking for leaders who are comfortable navigating change, bringing a continuous improvement mindset, critical thinking skills, and a collaborative approach. As a member of the leadership team, this position models VCF’s core values and serves as a positive role model for change. This role contributes tactical oversight and strategic planning in service to the VCF’s long-term business plan. This position also sits on the Community Impact department leadership team and is responsible for setting department goals and targets for success.

Requirements

Demonstrated curiosity, integrity, respect, and initiative
Solid research, problem-solving, and critical thinking skills
Experience managing time-critical tasks alongside strategic visioning
Ability to exercise discretion and demonstrate good judgment with sensitive and confidential information
Experience in leading, coaching, developing, and evaluating staff performance
Ability to translate complex technical or compliance information into clear, nonprofit-friendly communications
Ability to delegate effectively
Excellent written and verbal communicator of VCF’s mission and long-term business plan
Proven ability to interact respectfully and effectively with a diverse range of partners, state and local leaders, fundholders, donors, and representatives from nonprofit organizations
Ability to prioritize, organize, and manage competing assignments, projects, responsibilities, and clients
Enthusiasm for working towards equity, justice, inclusion, and belonging for all Vermonters
Proficiency in Salesforce or other CRM, the Microsoft platform, and database management tools
Bachelor’s degree and at least five years of professional experience working on grant-making initiatives and data systems resulting in long-lasting positive impacts.
Five or more years of active experience in a community leadership and impact role can substitute for a bachelor’s degree.

Nice To Haves

Comfortable navigating change, bringing a continuous improvement mindset, critical thinking skills, and a collaborative approach.

Responsibilities

Overseeing and managing all aspects of grants processing, including database entry and coding, preparation of internal approvals, copying and distribution of checks and letters, exporting and mail merging letters and reports, communications with staff, grant review committees, and fundholders, and managing grantee acknowledgement processes
Serving as the lead on all grant-related reporting, data analysis, and grant information tracking
Ensuring that the grantmaking team implements grant awards accurately and efficiently as recommended by fundholders and by the CI department
Working with the VP for Community Impact to build the annual grantmaking budget, track spending and gifts to funds, and analyze grantmaking outcomes
Administering VCF’s grants payment database and grants management system while balancing the needs of program, finance, and compliance requirements
Directing the work of the grantmaking team to ensure accurate and timely administration of grant applications, evaluations, and award decisions
Working closely with the Product Manager on grant compliance
Working with Operations & Administration, Technology, and Finance departments to ensure data and systems consistency and integration
Working closely with senior leadership to set goals and strategy for the CI department, including planning department meetings, learning opportunities, and other department events
Participating in regular VCF leadership team meetings and contributing to strategic-level conversations
Providing direct management to a small team of 3-5 staff members, including coaching, professional development, and career navigation support
Develop and oversee grantmaking processes based on best practices
Gather, track, and analyze data at statewide, project-based, and grant program levels to better communicate the systems-change work of the opportunity gap and to meet grant-related data needs across the organization
Partner across departments to provide stories, metrics, and data to donors, fundholders, partners, and collaborators
Work with the Grants Specialist and the Director of Donor Impact to coordinate regular reporting, data analysis, and grant information tracking for donor-initiated funds
Partner closely with Finance and CI on cross-system workflows to ensure accuracy and data integrity related to available-to-spend amounts, fund balances, and fees
Coordinate the work of grants processing staff by improving workflows, balancing grants processing workloads across all team members, and positively contributing to a cooperative team dynamic
Support due diligence and compliance for all grants and distributions
Lead the grants administration team responsible for competitive grant programs, grants processing, applicant support, and technical assistance
Provide technical support and training for applicants, grantees, internal staff, external committees, and advisors using the online grants management software and community portal
When needed, work directly with grant seekers via phone and email to answer questions, clarify grantmaking priorities, explain application procedures, and provide feedback on proposals
Partner with the Director of Strategic Initiatives to measure and communicate VCF’s impact through internal and external reports, grantee stories, annual surveys, and lessons learned from VCF’s strategic initiatives
Serve as a key liaison with the Marketing and Communications team, helping develop content that inspires a broad range of audiences and highlights the VCF’s ability to drive positive change in Vermont
Establish key performance metrics for impact and strategy development
Support the team and department in remaining nimble, innovative, and connected through periods of change and growth
Stay abreast of emerging trends and best practices in philanthropy, grantmaking, data analysis, technology, and community impact, including the values of equity and racial justice
Work with the Marketing and Communications team and the Philanthropy team to develop new approaches to inspire giving and increased fundholder engagement