Grants Administrator

CAMPAIGN FOR TOBACCO-FREE KIDS • Washington, DC

6d • Hybrid

About The Position

The Grants Administrator is a member of the dynamic, results-oriented International Grants and Contracts Department at the Campaign for Tobacco-Free Kids (CTFK) and its global initiative, the Global Health Advocacy Incubator (GHAI). The International Grants and Contracts Department supports sub-grant and contract work in over 40 countries in multiple health policy programs, including tobacco control, food and nutrition policy, cardiovascular health, road safety, vital statistics, drowning prevention, and preventing epidemics.

The Grants Administrator will be responsible for managing administrative aspects of large and diverse sub-grant portfolios to non-governmental organizations (NGOs), universities, governments, and agencies worldwide. The Grants Administrator will also work with International Grants and Contracts Department staff members to advance CTFK and GHAI advocacy initiatives through identification, issuance, administration, and technical support oversight of global sub-grants. This position reports to the Director, Grants Administration, International Grants and Contracts Department. This is a Washington, D.C. based position. Currently, the organization supports a HYBRID Work Model.

Requirements

• 3+ years of experience in international sub-grants management.
• Bachelor’s degree in a related field required.
• Knowledge of and proficiency with a variety of computer software applications including Microsoft Word, Microsoft 365, Excel, Access, PowerPoint, Outlook, and DocuSign.
• Strong oral and written communication skills, including editing and proofing with strong attention to detail.
• Detail-oriented, flexible, accurate, and helpful with a positive attitude.
• Ability to work in a fast-paced, team-oriented environment while juggling multiple projects and deadlines.
• Must be reliable and a supportive team player with cross-cultural sensitivity.
• Fluency in English is required and the ability to speak additional languages is highly desirable.
• Willingness and ability to travel when required.
• Must be authorized to work in the U.S.

Nice To Haves

• One (1) year minimum FLUXX Grants Database Experience preferred.
• Knowledge of international policies and regulations is preferred.

Responsibilities

• In coordination with the Director and other Grants Administrator, manage the grants database system and intake of sub-grants reports and maintain accurate database records of grant schedules, amounts, site visits, reporting, and closeout information.
• Prepare and submit weekly payment requests to the Finance Department for review, approval, and timely disbursement to grantees.
• Coordinate monthly reporting compliance by issuing reminders to grantees for interim and final reports and updating records in Fluxx to reflect submission status.
• Manage the Grants inbox to ensure timely triage of grantee communications, appropriate routing to responsible Program Officers, and coordination of sub-grant payment processing.
• Manage and oversee global program grants rounds bi-annual, out-of-cycle, and rapid response request for proposals including management of grant proposal submissions, overseeing and updating website, ensuring deadlines are met, and coordinating with internal colleagues and external partners.
• Train staff members throughout Global Programs on the Fluxx database system.
• Work closely with the department members and Finance Department to ensure relevant sub-grant records are readily available during audit processes.
• In coordination with senior Department staff members, assist the Program and Financial Compliance Officers (PFCOs) with grants monitoring and reporting (monthly/quarterly/yearly).
• Ensure grants compliance with U.S. Government regulations, governing the transfer of U.S. funds abroad by reviewing necessary information forms and compliance checks.
• Train staff supporting international programs on relevant existing or new internal subgrant processes.
• Contribute to efforts to maximize efficiency, efficacy and successful support for subgrantees and optimal outcomes of sub-grant programs; and
• Perform other duties as directed by the Vice President of Global Operations and the Director, International Grants and Contracts Department.

Benefits

• A comprehensive medical, dental, and vision plan for employees and dependents.
• 403b plan participation (with 9% company contribution)
• 12 paid company holidays, 15 vacation days, 10 sick days, and 5 personal days (on an accrual basis each calendar year)
• You will be joining a respected global health advocacy organization dedicated to creating meaningful policy change and saving lives in our neighborhoods and in communities worldwide.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 51-100 employees