Grant Contract Manager - Association Office

YMCA of Silicon Valley•San Jose, CA

About The Position

The Grant Contract Manager supports department supervisors and Executive Directors by shaping and managing grant contracts, overseeing month-end close activities, and assisting with billing to ensure compliance with grant requirements. The role is a key liaison between the YMCA, school districts, and funding agencies, and provides financial reporting, contract administration, audit coordination, and accounting support to promote program success. The position partners with Executive Directors to develop and maintain MOUs with school districts, manages contract budgets and reporting requirements, and supports consistent cost structures and contract utilization. It also provides financial analysis and accounting support, including journal entries, reconciliations, workpapers, accounting-system updates, budget maintenance, month-end close activities, and audit and tax-return support. The Grant Contract Manager trains program leadership on grant tracking and compliance, supports internal and external audits, and performs additional duties and special projects as assigned.

Requirements

Minimum of 3–5 years of experience in finance, grant management, or contract administration.
Strong understanding of state and federal grant regulations, including CACFP, SFSP, Head Start, and other regulations relevant to YMCA programs.
Experience collaborating with school districts and government agencies.
Excellent written and verbal communication skills.
Proficiency in Microsoft Excel, Word, Outlook, and accounting software.
Strong organizational, planning, and prioritization skills.
Ability to work independently and collaboratively in a fast-paced environment.
Demonstrates the YMCA Team Leader competencies: change leadership, community engagement, collaboration, communication and influence, inclusion, critical thinking and decision-making, fiscal management, functional expertise, developing self and others, and emotional maturity.

Nice To Haves

Bachelor’s degree in Accounting, Finance, Business Administration, or a related field preferred.
Experience working on ASES, 21st CCLC, and ELO-P grants preferred.

Responsibilities

Partner with Executive Directors to develop and maintain MOUs with school districts in alignment with YMCA policies and grant regulations.
Review and manage contract budgets to ensure full fund collection and compliance with contract terms.
Serve as the primary contact and manager for the CDE ASSIST data-entry system.
Serve as the primary liaison between school district accounting departments and the YMCA accounting team.
Develop and implement long-term strategies for uniform cost structures across districts.
Manage timely submission of reports and compliance deadlines outlined in grant agreements.
Collaborate with school districts and program teams to prepare for audits and monitor contract compliance.
Lead forecasting efforts to maximize contract utilization.
Create and maintain templates and tools to support contract negotiation and evaluation.
Communicate timely updates about changes in federal and state grant regulations to program teams.
Support federal reporting requirements and bidding processes for grants and contracts.
Conduct financial analysis and prepare reports as required.
Prepare journal entries, account reconciliations, and workpapers in coordination with accounting staff.
Maintain and update accounting systems, program budgets, and internal fiscal controls.
Support month-end close processes and ensure accurate financial records.
Support the Controller during audits and tax-return processes.
Train program leadership on grant tracking, expectations, and compliance.
Support internal and external audits related to contracts and grants.
Perform additional duties and special projects as assigned.