Senior Grants Administration & Compliance Manager

Organizational Summary
Civic Works’ energy and workforce development programs are expanding access to family-sustaining careers and home energy upgrade services. We support residents in building the skills needed to secure quality employment, and employers around investing in their workers and advancing equity across their practices. We do this through a three-part model of hands-on learning, quality advancement, and on-the-job training through our social enterprise. We have sector-based career tracks in general construction, solar installation, roofing and utility infrastructure.

Our clean energy social enterprise is also leading efforts to ensure that local residents are able to both reduce their energy costs and decarbonize their homes. We make it easy and affordable for community members across Central Maryland to go solar and upgrade their energy efficiency.

Civic Works’ green initiatives have been highlighted by Green for All, The Baltimore Sun, The Washington Post, the US Conference of Mayors, and the Maryland Sustainable Growth Commission. Join us in creating a more just and equitable clean energy economy. Learn more about our transformative residential energy programs at http://energyprograms.civicworks.com, and our workforce development program at http://sustainablecareers.civicworks.com.
 

Position Summary

The Grants Administration and Compliance Manager will coordinate the development and execution of workforce development and Energy Programs grants and contracts; including grant compliance, grants and contracts management, grants database management, and fiscal and narrative reporting.

Overall, the Grants Compliance and Data Manager will drive the improvement of existing processes and procedures, monitor staff compliance and develop effective administrative systems, with an emphasis on streamlining grant reporting and data operations across the Energy Programs and workforce development areas. Lastly, the role will manage grant compliance to advance equity across systems related to job access, job quality, and the environment.

Responsibilities

I. Grant Data Management

1. Oversee grant data collection, formatting, and submission to meet funder requirements, with the support of the workforce development and Energy Programs grant data staff.

2. Design and oversee processes for ensuring data quality including monitoring Salesforce, identifying and collecting missing data, and resolving issues with duplicate records.

3. Develop and update spreadsheets to analyze data, convert data to formats required for reporting, improve data quality, and identify trends and gaps.

4. Develop and manage processes for maintaining data security with sensitive participant and financial data, while securely submitting reports to funders.

5. Oversee the design of changes to Salesforce to support new data reporting requirements, improve data quality, and minimize the need for manual data entry.

6. Oversee the creation training documentation and standard operating procedures for staff completing grant data entry, and assisting with grant reporting.

7. Oversee the analysis of data to demonstrate the community, economic, social, or environmental impact of the programs and support the narratives showcased in fund development reports, proposals, and media.

II. Grant Reporting

1. Centralize grant reporting operations across workforce development and Energy Programs areas.

2. Manage the development and submission of monthly and quarterly narrative grant reports, collaborating with program staff to collect the necessary content.

3. Design and manage new quantitative measures and data collection processes for strengthening how the programs demonstrate their impact to funders and other external partners.

4. Design and manage internal dashboards to inform decision-making around program performance and data quality.

5. Create and submit financial reports and invoices, utilizing payroll and accounting data.

6. Support relationship management with public funders and cultivate the partnerships.

III. Grant Compliance and Budget Management

1. Lead a collaborative effort with finance, grant writing, and program staff to develop and refine policies and procedures related to grants, contracts and sub-recipients and subcontract awards and administration.

2. Analyze award requirements, special provisions, and terms and conditions and determine if existing program policies and procedures are in agreement and, if necessary, develop recommended changes.

3. Complete pre- and post-award reviews to support compliance with the contractual requirements of all grants.

4. Develop internal processes to support ongoing compliance with award terms and conditions. Coordinate with funders as needed to ensure compliance.

5. Manage planning for funder audits and monitoring, responding to information requests and supporting compliance.

6. Design procurement processes that ensure compliance with funder purchasing requirements.

7. Manage public grants budget tracking on expenditures and funding balances, supporting programmatic decision making and maintaining compliance with funder requirements. Ensure that the required documentation supports grant expenditures.

8. Supervise programmatic invoice and receipt processing.

IV. Braiding Funding and Co-Enrollment

1. Design and manage strategies for braiding funding sources across the programs.

2. Design and support the implementation of strategies for co-enrolling participants between programs and funders. This includes standardizing grant compliance processes for participant eligibility documentation, participation in core program elements, outcomes tracking, and reporting.

3. Oversee participant grant eligibility requirements. Design and implement processes for ensuring that enrolled participants are eligible for grant funding. 

4. Identify and support the implementation of opportunities for collaboration and standardization between the workforce development programs on reporting and compliance processes.

V. Staff Management

1. Recruit, supervise, lead, retain and continuously develop the skills and abilities of program staff.

2. Utilize an equity and inclusion lens in managing staff members and the program.

3. Identify and support career advancement plans, identifying internal and external opportunities for professional development.

4. Work with the staff members to set and communicate performance standards that are specific and measurable.  Provide regular feedback and coaching.  

5. Create a strong team environment that fosters cooperation, interdependence, commitment, and the incorporation of lessons learned

6. Evaluate all aspects of team effectiveness and continuously improve program operations. Analyze data in order to identify areas for improvement.

7. Make sure all team members are well integrated into Civic Works and the relevant departments.

Education and Experience

• Five years of relevant project, grant, and/or data management experience.

• Prior people management experience.

• Experience creating, analyzing spreadsheets and data, and communicating insights on patterns, and gaps.

• Experience managing grant reporting and compliance, developing policies/procedures, working with client/project tracking, and working with relational databases such as Salesforce.

• High level of proficiency with Microsoft Excel and Google Sheets required.

• Demonstrated commitment to racial equity and inclusion; experience working in and creating equitable and inclusive environments.

Skills and Abilities

• Strong computer skills and database management skills required.

• Strong initiative and creativity, and able to excel while working independently

• Strong organizational skills and ability to coordinate complex activities, manage multiple projects simultaneously, prioritize conflicting demands and meet deadlines

• Exceptional personal responsibility for meeting goals and a track record of success

• Ability to recognize problems, develop innovative solutions, and implement them 

• Ability to communicate effectively, both orally and in writing.

• Strategic thinker with the ability to align compliance initiatives with organizational objectives and mission.

• Demonstrated commitment to racial equity and inclusion; experience working in and creating equitable and inclusive environments

Other Position Requirements

• Remote Work: This role requires a minimum of two days per week in-person, with the flexibility for remote work during the remaining days.