Senior Director, Grants and Contracts

Job Description

Job Description

The Senior Director of Grants and Contracts is responsible for managing, reporting on in a timely manner, and improving the grants and contracts process. The Sr. Director also ensures the Grants and Contracts team provides high-quality and timely support to the work of the organization, with a focus on overseeing grants and contracts budgets and spending while maintaining excellent communication with internal and external parties.

The annual salary for this position is $102,984.06 to $121,104.75. AIDS Foundation Chicago offers a comprehensive benefits package that includes medical, dental, and vision insurance, as well as flexible spending accounts and a 403(b) retirement plan with employer contributions. Employees also receive generous paid time off, including vacation, sick leave, personal days, and paid holidays. Additional benefits include life and disability insurance, an employee assistance program (EAP), and access to professional development opportunities.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

Grants and Contracts Management

• Manage and improve grant process through development and maintenance of standardized procedures frompre-award to post-awardactivities;
• Oversee grants and contracts, including the preparation of grant and subrecipient budgets and budget revisions; oversee subrecipient contracts;
• Assist Program Development Team with budget submission process (i.e., completion of budget forms, entering budgets in online systems);
• Oversee the timely submission of funder-required financial reports;
• Review and approve subrecipient reimbursement voucher requests;
• Review and assist in the drafting of subcontract agreements;
• Ensure subcontract agreement templates are regularly updatedandcomplaintwith funderrequirements;
• Ensure compliance with existing laws, government regulations, and terms and conditions of awards;
• Stay abreast of reporting requirements and ensureappropriate reportsare completed and data and reporting requirements are met;
• Ensure readiness for fiscal site visits and audits by funders; oversee fiscal monitoring of subrecipients;
• Ensure contract close-out, extension, or renewal;
• Ensure the function as spending authority on all restricted grants;
• Ensure the timely vouchering to funders and proper recording of Grants Receivables;
• Lead theorganization’s annual Single Audit with the auditing firm;
• Ensure completion of audit confirmation letters from subrecipients;
• Co-manage and monitor grants and contracts database; ensure required documentation is collected and uploaded;
• Respond to requests frompartner agencyfinance and contract directors to discuss matters related to the subrecipient contract agreements;
• Ensureappropriategrants/contractstaff attend required funder meetings;
• Participate in departmentalmonthlyfiscal reviews.

Team Leadership and Supervision

• Support the development and achievement of team goals and related strategic plan items;
• Supervise Grants and Contracts team; provide guidance on all matters related to grants and contracts; promote teamwork amongst staff;
• Manage performance and complete performance evaluations; recommend salary and other personnel actions in accordance with personnel policies and procedures;
• Assist in the recruitment andselectionof teamstaff;
• Work in collaboration with the other departments to maximize the effectivenessand efficienciesof theGrants and Contracts department;
• Provide training and guidance to assigned staff; ensure staff is cross-trained on all contracts;
• Participate in working groups, councils and committees.

Other

• Assist the Chief Financial Officer on otherFinancedepartment -related matters as needed;
• Assist with agency-wide activities as directed, including Annual Meeting, AIDS Run & Walk, and others;
• Maintain and update job knowledge by participating in training and educational opportunities, reading professional publications, andparticipatingin professionalorganizations ;
• Protect organization's value and manage risk by keeping information confidential;
• Perform other duties as assigned.

The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. It is not necessarily descriptive of any one position in this class. The omission of an essential function does not preclude management from assignment of duties not listed herein if such functions are a logical assignment to the position.

SUPERVISORY RESPONSIBILITIES

Director of Grants and Contracts, and other team members.

ENTRY REQUIREMENTS (EXPERIENCE AND EDUCATION)

Minimum Qualifications

• Bachelor’s Degree in Accounting, Finance, Business, or related field AND 4 or more years of grants management experience with supervisory responsibilities
• Intermediate to advanced-level skill using Excel
• Demonstrated proficiency with accounting software

Preferred Qualifications

• Bachelor’s Degree in Accounting or Finance AND 6 or more years grants management experience with supervisory responsibilities.
• Experience with managing grants and contracts at a nonprofit organization
• Advanced-level skill using Excel
• Knowledge of or experience with Financial Edge

Knowledge, Skills and Abilities

• Demonstrates accountability, integrity, and sound ethical judgment while upholding HIPAA compliance and AFC’s policies and procedures
• Applies critical thinking, problem-solving, and decision-making skills to analyze financial data, manage grants, and oversee contract processes with accuracy and attention to detail

• Communicates effectively through active listening, clear written and verbal communication, and inclusive collaboration across diverse internal and external stakeholders

• Manages time and priorities effectively while adapting to changing organizational needs, demonstrating resilience, autonomy, and a strong sense of urgency

• Utilizes advanced administrative and computer skills, including Microsoft Office and financial software, to plan, organize, and execute high-level tasks independently and as part of a team

PHYSICAL DEMANDS AND WORK ENVIRONMENT

The physical demands are representative of those found in a general office environment. Tasks involve the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of moderate weight (20-25 pounds.) Tasks may involve extended periods of time at a keyboard or workstation.