Grants Manager

Planned Parenthood of Greater New York • New York, NY

12d • $80,000 - $100,000

About The Position

The Grants Manager prepares, monitors, and modifies grant budgets; prepares billing reports and the fiscal portions of renewal applications, RFAs, and RFPs; ensures compliance with funding agreements; coordinates required data collection; and prepares grant close-out documentation. The role assists the VP of Grants Administration in developing and maintaining systems to monitor and report on assigned public/government and private grants and contracts.

The Grants Manager works with program and finance staff to meet grant requirements and deliverables, monitor spending and reporting schedules, prepare budget and expenditure analyses, coordinate donor reporting and contracts, verify invoice coding, and support audits. The position also maintains grant administration documentation and funder databases, reports staff time allocated to grants, and completes other duties as needed.

The role operates in a professional office or clinical office setting, with potential exposure to communicable diseases and other health-center conditions. It involves prolonged sitting, periodic standing, walking and bending, lifting up to 15 pounds, frequent computer and printed-material review, and routine use of standard office equipment. A flexible or extended schedule, including evenings and weekends, may be required as operational demands require.

Requirements

• Education equivalent to satisfactory completion of the courses required for a bachelor's degree from an accredited college or university.
• Three to four years of related experience with a not-for-profit organization or public funding agency.
• Strong budgeting and analytical skills.
• Experience using spreadsheet (preferably Excel), database, and word-processing programs.
• Excellent interpersonal skills and ability to communicate ideas effectively verbally and in writing.
• Ability to remain focused and calm in stressful situations.
• Superior oral and written communication skills.
• Ability to develop and maintain effective professional relationships with internal and external stakeholders.
• Ability to work effectively as part of a team.
• Proficiency in Microsoft Office Suite or similar software.
• Sound understanding of financial and budgeting processes.
• Keen attention to detail, excellent organizational skills, and outstanding time management, including the ability to meet deadlines.
• Ability to produce high-quality work in a fast-paced environment with changing or competing priorities.
• Ability to exercise sound judgment, make independent decisions, and produce reliable, high-quality work with minimal direct supervision.
• Ability to use discretion when handling confidential information.
• Superior negotiation skills.
• Ability to work a flexible or extended schedule, including evenings and weekends, as operational demands require.
• Well-developed problem-solving and critical-thinking skills.
• Demonstrated commitment to PPGNY's mission related to bodily autonomy, health equity, and gender and racial justice.
• Demonstrated commitment to learning about and enhancing practices related to racial equity and its impact on healthcare systems.
• Strong relationship-building and communication skills, including the ability to build trust across cultural differences and reflect on personal identity with humility.
• Proof of immunization or immunity to certain communicable diseases, including influenza during flu season and COVID-19, and tuberculosis testing, as required by applicable health codes and regulations.

Nice To Haves

• Two to four years of grant accounting experience.
• Experience using Microsoft Excel.

Responsibilities

• Work with the VP of Grants Administration and program staff to ensure requirements and deliverables are met for assigned public grants.
• Prepare budgets for continuing renewal grant applications, RFPs/RFAs, and modifications to assigned public grants.
• Meet monthly with program counterparts to discuss compliance, spending, staffing changes, budget modifications, and report submissions; alert Program and Finance departments to special requirements.
• Monitor fiscal grant submission schedules to ensure timely delivery of documents to donors.
• Analyze spending against public funding contract budgets and prepare budget variance, monthly expenditure, grant tracking, and cash flow reports.
• Review financial reports with Program and Fiscal staff and consult with the VP of Grants Administration on spending plans.
• Coordinate reports to public donors within required deadlines and help maintain reporting systems.
• Coordinate contract signing and maintain master files of original contracts for the assigned grant portfolio.
• Work with Accounts Payable to verify correct coding of invoices for publicly funded projects; review entries and create correcting journal entries when required.
• Provide or collect documentation for donor fiscal audits, annual financial audits, A-133 audits, and grant audits; follow up on audit outcomes with the VP of Grants Administration and program staff.
• Submit proposed templates to the VP of Grants Administration for review, approval, and distribution.
• Report staff time and effort allocated to grants to donors.
• Update HHS Accelerator and Grants Gateway and inform the VP of Grants Administration of database maintenance problems or delays.
• Complete responsibilities in accordance with protocols, policies, standard practices, customer service requirements, ADA, and regulatory compliance programs such as HIPAA.
• Coordinate preparation, maintenance, and submission of required grant administrative documentation.
• Perform other duties as needed.

Benefits

• Generous paid time off and holiday schedule.
• Medical, dental, and vision coverage options for employees and eligible dependents.
• Flexible spending account (FSA), health savings account (HSA), and commuter pre-tax reimbursement funds.
• Short- and long-term disability coverage.
• Free basic life and AD&D coverage.
• 401(k) retirement plan with Safe Harbor contributions after one year of employment.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level