Full-Time Grants Manager
Job Description
The Chesapeake Bay Foundation seeks a Grants Manager to be based at the Philip Merrill Environmental Center located in Annapolis, MD. This is a two- year term position.
THE CHESAPEAKE BAY FOUNDATION
The Chesapeake Bay Foundation (CBF) is the largest regional non-profit conservation organization working solely to save the Bay. Established in 1967, CBF has a staff of approximately 185 employees working in offices in Annapolis Maryland; Richmond and VA Beach, Virginia; Harrisburg, Pennsylvania; and Washington, D.C., and in 15 field education program locations. Our staff and volunteer corps work throughout the region educating students and adults, advocating for clean water polices, restoring waterways, and litigating when necessary.
CBF’s headquarters office in Annapolis, MD is the Philip Merrill Environmental Center, the world’s first U.S. Green Build Council’s LEED platinum building. In 2014, CBF opened The Brock Environmental Center in Virginia Beach, VA. The Brock Center is one of the most energy efficient, environmentally smart buildings in the world.
CBF has an annual budget of approximately $21 million and is supported by more than 200,000 members and e-subscribers. For more information on CBF please visit www.cbf.org.
CONTEXT OF THE POSITION
This position will perform grant and contract management functions including budget planning and accounting functions to coincide with the release of funds from restrictions for the organization.
This position oversees the management of Federal, State, and Private Grants, including preparing grant proposal budgets, and monitoring and reviewing grant implementation and grant expenditures to ensure compliance with grant deliverables, terms and conditions. Prepares grant financial reports for submission to awarding agencies. Ensures that appropriate documentation is prepared and maintained to support grant reporting and periodic audits.
This position also requires a conceptual understanding and professional experience in accounting practices in order to work on complex assignments with some degree of independence including Federal grants and contracts specific to the U.S. Office of Management and Budget (OMB) Circulars. Emphasis will be on grants and contract management, compliance, accurate and timely reconciliation of grants and contracts, general accounting and the release of funds from restrictions
This position requires an understanding of and professional experience in budgeting, accounting, and financial systems in order to work on both routine, everyday oversight of budgets as well as complex assignments in a collaborative manner with some degree of independence.
Essential functions include:
Grant Management:
Perform financial administration and reporting of grants to include, but not be limited to: preparation and timely submission of grant applications, including budgets and reports, development and adjustment of associated budgets, coordination of budgeted funds including screening and processing requests for expenditures and ensuring the timely application for reimbursements from the funder. Coordinate activity between the accounting department and all functional areas of the organization that administer grant funds.
Develop an understanding of CBF’s activities, grants, contracts, internal and external financial reporting requirements, to ensure proper data collection and accounting treatment of transactions, and implement recommended changes that will enhance the process.
Monitor grant awards, provide oversight for accounting of the funds to appropriate department codes, for budget and expense activity, ensuring ongoing compliance with grant restrictions to ensure the successful completion of grant deliverables, timely and accurately.
Manage grant execution to ensure compliance with grant covenants and proper grant codes are utilized including match requirements, allowable reimbursements, detailed accountability requirements, and tracking including proper staff time keeping. Monitor grant activity, including new grants received, to ensure compliance.
Grants Administration:
Oversee and coordinate the preparation and timely submission of grant applications, application amendments, grant management processes, and budget transfers; Ensure compliance with grant covenants following all rules and regulations; work with departments to manage special audits conducted by grantor and maintain auditable records for all grants; Prepare and submit reports regarding Federal, State, and Private Grants, as required.
Work with program staff to determine direct and indirect costs and calculate the annual indirect cost rate; Maintain the spreadsheets that track prior, current and future year grants; Manage and prepare the accounting for those private restricted grants that are partnered/leveraged with public grants.
Serve as a liaison with Development department and program staff to provide financial information for grant proposals, acknowledged grants and requests and determine grant funds expended and build consistent reporting for grants proposals and grants expended.
Budget Activity/Planning:
Monitor grant activity, including new grants received, to ensure new grant funding is incorporated into program departments’ budget; Maintain knowledge of allowable expenses and reimbursement rates for each granting agency; Assist in the development of organization-wide budget specific to the budgets for grants.
Other Responsibilities:
Provide necessary information for fiscal year end audit, which includes donor reports, detail for income batches, pledge detail, income schedules, etc.; Provide necessary schedules for reconciling income such as gifts and grants; Assist in the preparation of the tax returns filings including 990, 990-T and 5500’s.; Ensure all planned giving agreements and entries are recorded properly; Miscellaneous projects and duties as assigned by the Director of Finance.
PROFESSIONAL EXPERIENCE AND QUALIFICATIONS
Bachelor’s degree in business, finance or other appropriate discipline, plus four to five years of relevant financial and grants management experience, or a combination of education and experience from which comparable knowledge and skills are acquired, preferably with grants management for a not-for-profit 501(c)(3) and specifically with Federal OMB Regulations. Good understanding of non-profit business operations and federal/state grant and contract funding mechanisms. Experience with general ledger configurations and financial statements, reconciliations, budgets, audits, and reporting is a must.
Broad base of relevant technical knowledge and skills related to accounting and financial management systems, with some fund accounting/non-profit experience desirable. Strong planning, administrative, organizational, personnel and budget management skills. Ability to deal effectively with and represent the Department to a wide range of state and federal agencies, sub-grantees, financial institutions, vendors, consultants, and others, including good basic negotiating skills. Ability to work effectively with other Departmental and Organization staff members and affiliated organizations. Must be proficient with Microsoft Office software and financial software, preferably Epicor, Active Planner and Crystal Reports. Exceptional communication and interpersonal skills with the willingness to work both independently and collaboratively are important.
How to Apply
To apply, please send cover letter, resume, and salary history and requirements no later than August 12, 2016 to: Human Resources/FY17-002-GM Chesapeake Bay Foundation [email protected] CBF offers a comprehensive benefits package to include: 20 vacation days, 10 sick days, health, vision, dental, life insurance, and a tax deferred annuity plan. The Chesapeake Bay Foundation is an Equal Opportunity Employer.Apply for this Job
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