The Grants & Reporting Administrator plays a key role in ensuring the integrity of public funding, providing administrative and technical work primarily in the areas of grant management, reporting, compliance and quality within a given programmatic portfolio. The Grants and Reporting Administrator works in collaboration with program staff to successfully execute specific contract and funding requirements and in support of organizational functions of government grant administration, finance and quality and compliance. The primary responsibilities of the role are to assist Service Area Directors with proposal preparation and processing, award administration, internal and external data management, reporting, and compliance and quality systems. This role will also responsible for establishing reporting and compliance schedules and processes and ensuring programs meet all required reporting benchmarks and contract requirements.
The Grants and Reporting Administrator is a strong relationship builder with county partners on contracts. Effective communication skills and collaboration with program staff and data management teams is key. Incumbent must be skilled in being able to present and tell our story with data. In light of the COVID-19 pandemic, this position will be working remotely until at least September 2021.
Essential Job Duties: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with known disabilities to perform the essential functions.
Grant Administration:
In collaboration with Program Directors and NVFS Government Grants Manager, support the preparation of proposals and ensure submission of high-quality grant and contract applications.
Coordinate with program staff to review grant applications and funded grant reporting requirements. Create Grants Opening Checklists and play a lead role in grants kick off meetings.
Act as a liaison for contract requirements that pertain to communications and reporting requirements of grant awards.
Oversee the maintenance of grant files in accordance with program, contract and funder requirements and NVFS guidelines, and ensure appropriate access to grant files.
Provide support in identifying key funding opportunities, advise program management on funder guidelines and application requirements to assess best-fit between funder and Agency.
Consult and advise key management and program personnel on developing strong content and strategies for submission of high-quality grants; includes writing and editing of applications.
Research new funding opportunities via local, state and federal government.
Reporting, Compliance and Quality:
Manage tracking and reporting process of funders through the development and maintenance of grant application and reporting calendars, funder revenue spreadsheets, and a contact management database.
Track grant goals and benchmarks, so as to prepare regular internal and external reports on progress, systematically analyze awarded grants to produce required monthly/quarterly/annual reports and collect feedback regarding non-awarded grants for continuous fund development analysis.
Collate donor reports and information needs (monthly, quarterly, final) coordinating inputs from relevant staff.
Present quarterly progress against targets internally for all grants.
Train and support staff on the variety of internal and external data reporting requirements and systems. Serve as a liaison to the MARS team.
Create internal system to monitor, assess and improve compliance in accordance with contract and funding regulations, support staff with audit preparations and collaborate with NVFS compliance to ensure alignment with broader agency systems.
Staff Supervision and Development:
Identify and fulfill staffing needs; work collaboratively with each staff member on talent development process to set job and development goals; approve timesheets, leave and reimbursement requests.
Conduct regular and timely supervision according to established program guidelines.
Build and maintain a strong functional team through effective recruiting, training, coaching, feedback, team meetings and team building.
Qualification and Additional Requirements:An individual may obtain skills through a variety of professional, personal, educational, and volunteer experiences. The requirements listed below are representative of the knowledge, skills, and/or abilities required to perform essential job duties.
Bachelor’s degree in English, Communications, Nonprofit Studies or related field required
Minimum of three (3) years administrative experience, preferably in grants administration and compliance.
Demonstrated ability to work in multiple data management systems (i.e., HMIS, Apricot, CounselorMax, etc.)
Excellent writing, editing, analysis, verbal and interpersonal skills; strong attention to detail and accuracy
Ability to work collaboratively across multiple programs and divisions within the Agency to successfully garner information and input
Be deadline-driven and possess especially strong organizational capabilities
Fluency in English required; additional language skills always welcome
Proficiency in use of basic technological tools including laptops/computers, email, phones, and internet, virtual meeting and learning platforms. Proficiency in Microsoft Office Suite required.
Commitment to organizational values of Communication, Integrity, Respect, Collaboration, and Accountability
May be called upon to work beyond normal working hours
Successful completion of background checks required upon hire
At Northern Virginia Family Service (NVFS), we value the diversity of backgrounds, experience, perspectives, and skillsets that we collectively provide to our community, clients and coworkers. We celebrate and thrive on our differences and welcome everyone’s unique contributions. NVFS is committed to advancing equity, embracing diversity, and promoting inclusion and is an equal opportunity employer. NVFS is an E-Verify participant and drug-free workplace.
NVFS values diversity in our workforce. We strongly encourage all interested individuals to apply, including people of color, all genders and gender identities, people of all abilities, LGBTQ+ individuals, other members of marginalized communities, veterans and national service alumni.
Experience
Required
Demonstrated ability to work in multiple data management systems
3 year(s): Administrative experience, preferably in grants administration and compliance
Education
Preferred
Bachelors or better in Nonprofit Studies / American Humanics or related field
Bachelors or better in English or related field
Bachelors or better in Communication or related field
