Grants Administrator

Job Title: Grants Administrator

Organization: Planned Parenthood of Illinois


Job Description

The Grants Administrator is a critical role in a rapidly-growing and fast-paced organization, working collaboratively across departments to ensure organizational effectiveness. Under the supervision of the Director of Institutional Giving, the Grants Administrator has three major responsibilities: First, s/he oversees the financial and record-keeping process for all grants and restricted philanthropic funds received by PPIL and all PPIL grant-funded programs. Second, this manager facilitates communication among key leaders regarding programmatic commitments associated with each grant as well as the financial resources available to help meet these commitments on time and with a high standard of excellence. Finally, this position provides support in grant and report writing for government and institutional funders.

Essential Functions:

1. Serve as the resident expert on grant compliance and interpretation of all applicable regulations, policies and procedures. Interpret applicable regulations and translate into operational policies as required.

2. Serve as a liaison across organizational departments on issues regarding grants.

3. Work closely with Finance staff to: prepare and submit grant applications and reports, develop and adjust associated budgets, coordinate budgeted funds, screen and process requests for expenditures and ensure the timely application for reimbursement from the state.

4. Provide support to Director of Institutional Giving in grant writing and grant reporting including:
• Gathering information from program staff to articulate project goals, activities, outcomes, etc.
• Writing/editing compelling and informative letters of intent and grant proposals for submission, including assembling documentation and budgets
• Collaborating with the Finance department to create and report on grant budgets and expenses

5. Monitor interventions and programs funded by grants to ensure compliance with grantor guidelines.

6. Ensure compliance with the rules and regulations administered by the grantor; oversee special audits conducted by grantor.

7. Manage the invoicing and track the expenses for nearly all of PPIL’s public and private grants.

Other Functions:

1. Provide on-going training to program and Finance staff as it relates to grant administration and organizational policies

2. Develop and maintain a basic grant-making manual and communicate appropriately with staff concerning policies, procedures, and updates.

3. Maintain foundations records and a grants calendar utilizing GrantHub and other online databases.

4. Assist in managing gift processing, accurate gift and pledge entry, and timely and appropriate acknowledgement of gifts.

5. Other duties as assigned.

6. Through these activities, demonstrate an understanding of a commitment to PPIL core values (access, activist, care, confidentiality, diversity, excellence, integrity, respect, self-determination, stewardship); and practice these values in internal and external in relationships.

Physical Demands:

The physical demand characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

General office environment, noise level is usually low. Will usually be working with general office equipment, including computers, phones, and printers. While performing the duties of this job, the employee is regularly required to stand, walk, talk, read, see and hear. The employee is frequently required to use hands and fingers to type, handle, or feel and reach. The employee is regularly required to sit. The employee must occasionally lift and/or move up to 25 pounds.

Supervisor: Director of Institutional Giving

Status: Full-time, Salaried, Exempt

Location: Chicago, IL

Job Type: Full Time


5+ years of experience with grants administration and/or compliance (government grant experience required; federal grant experience desired). B.A. required. Experience with federal OMB (Office of Management and Budget) circulars. Grant writing experience preferred. Nonprofit or philanthropic experience. Ability to think and problem-solve creatively. Strong project management and time management skills; highly organized and detail oriented. Ability to set and revise policies and procedures while brokering buy-in from all stakeholders. Demonstrated capacity to frame complex situations and present options. Effective written and oral communication skills. Ability to provide guidance to people with a wide range of cultural backgrounds, training and experience. Enjoy working independently and as part of a team. Proficiency with Microsoft Office required (Word, Excel, Outlook and PowerPoint). Experience with or other CRM systems (Raisers’ Edge, Donor Perfect) desired. Experience with Netsuite software a plus. The position requires a thorough understanding non-profit financial management, and demonstrated experience with electronic practice management and enterprise management systems. Technology skills must include expert-level Excel, and other Microsoft Office programs, and a strong ability to evaluate and learn new systems.

Professional Qualities:

Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from internal and external parties at all levels. Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to perform with a high degree of accuracy and attention to detail. Ability to forge collaborative working relationships, addressing problems with and through colleagues with multiple professional backgrounds. Commitment to the goals of Planned Parenthood.

The Grants Administrator works closely with Development, program, and Finance staff to manage a robust and diverse grants received portfolio, ensure organizational effectiveness and compliance, help set relevant policies and provide technical assistance as required. Because s/he is a vital connector for the finance, development, and program staff, the Grants Administrator must possess the ability to see and understand all points of view. The Grants Administrator must be an individual with a strong grants administration background, excellent writing skills, and a strong track record of success. This individual will have strong collaboration and problem-solving skills and will provide seasoned guidance on compliance issues as well as key operational best practices.

Planned Parenthood works affirmatively to include diversity among its workforce and does not discriminate in the selection of its staff based on factors including but not limited to race, color, religion, sex, national origin, age, sexual orientation, gender identity, disability, income, marital status or any other characteristic protected under federal, state or local law. We encourage diverse candidates to apply for this position.

Education Requirement: Bachelors

How to Apply

Last Day to Apply: 01/31/2018

Posted by: Melissa P,