Grants Manager

Job Description

Job Description

POSITION SUMMARY

Duties include preparing, monitoring, and modifying grant budgets, preparing billing reports, preparing fiscal part of renewal applications, RFAs and RFPs, ensuring compliance with contractual agreements with funding sources, coordinating mandated data collection, and preparing all grant close-out documentation. The Grants Manager assists the VP of Grants Administration in developing and maintaining systems to monitor and report on assigned public/government and private grants and contracts. 

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES

Grants Management and oversight 35%  

1. Works closely with VP of Grants Administration and program staff on assigned portfolio of public grants to ensure grant requirements and deliverables are met.
2. In conjunction with program staff and VP of Grants Administration, prepares budgets for continuing renewal grant applications, RFPs/RFAs and modifications to assigned public grants. 
3. Meets monthly with program counterparts to discuss grant compliance issues (spending, changes to staff, budget modifications, report submissions, etc.).  Alerts Program and Finance departments of any special requirements. Monitors the schedule of fiscal grant submission documents to ensure timely delivery of documents to donors.
4. Analyzes spending against grant budget on an on-going basis for public funding contracts.  Prepares budget variance reports, monthly expenditure reports, grant tracking sheets, cash flow analysis reports, et with the goal of maximizing all funding. Review reports monthly with Program and Fiscal staff, as required.  Reviews reports and consults with VP of Grants Administration in order to develop spending plans to meet program goals and funding requirements.

Reporting 50%  

1. Coordinates various reports to public donors, within prescribed deadlines, as required. Assist VP of Grants Administration in developing and maintaining reporting systems to meet all requirements.  Coordinates signing of contracts and maintains master files of original contracts for assigned portfolio of grants.
2. Works with Accounts Payable to verify that invoices for spending on publicly funded projects are correctly coded.  Reviews entries to ensure accuracy of entries and creates correcting journal entries (if required). 

Audit and fiscal visit 5%  

1. Provides/collects all required documentation for donor fiscal audits, annual financial audit, A-133 audit, and various grant audits performed by public funding agencies. Follow-up with VP of Grants Administration and program staff on outcome of fiscal audit.

Administrative & Special Projects 10%  

1. Submits suggestions for new templates to VP of Grants Administration for review, approval and distribution.
2. Time and effort reporting to donors on staff time allocated to grants.
3. Updates HHS accelerator and Grants Gateway and keeps VP, of Grant Administration of any problems/delays associated with upkeep of funders database.
4. Completes all responsibilities according to established protocols, policies, and standard practices in the areas of customer service, ADA and regulatory compliance programs such as HIPAA. 
5. Coordinates the preparation, maintenance and submission of required grant administrative documentation.
6. Performs other duties as needed

CORE COMPETENCIES

• A demonstrated commitment to PPGNY’s mission related to bodily autonomy, health equity, and gender and racial justice.
• A demonstrated commitment to learning about and enhancing practices related to racial equity and its impact on healthcare systems.
• Strong relationship building and communication skills, including an ability to work and build trust across cultural differences related to race, class, age, gender, gender identity and expression, sexual orientation, religion, ethnicity, national origin or ability; and to reflect on one’s personal identity with humility.

REQUIRED SKILLS/ABILITIES:

Interpersonal

• Ability to remain focused and calm in stressful situations
• Superior oral and written communication skills
• Ability to develop and maintain effective, professional relationships with internal and external stakeholders
• Ability to work effectively as part of team

Technical

• Proficient in Microsoft Office Suite or similar software
• Sound understanding of financial and budgeting processes

Work Habits/Attributes

• Keen attention to detail
• Excellent organizational skills
• Outstanding time management skills, including the ability to work under deadline
• The ability to produce high quality work in a fast-paced environment with changing and/or competing priorities
• Ability to exercise sound judgment and independent decision-making skills
• Ability to produce reliable, high quality work with minimal direct supervision
• Ability to exercise discretion in the handling of confidential information
• Superior negotiation skills
• Ability to work a flexible or extended schedule, including evenings and weekends, as operational demands require
• Well-developed problem-solving and critical thinking skills

REQUIRED QUALIFICATIONS

• Minimum education

Requires an ability equal to that usually derived from satisfactory completion of courses required for graduation from an accredited college or university with a Baccalaureate degree.  Two (2) to four (4) years grant accounting experience preferred.

• Minimum work experience –

Three (3) to four (4) years of related experience with a not-for-profit or public funding agency.  Must have strong budgeting and analytical skills and be experienced in utilizing spreadsheet (preferably Excel) database programs and word processing systems.  Excellent interpersonal skills. Requires excellent ability to communicate ideas both verbally and in writing.

PHYSICAL DEMANDS

This job operates in a professional office environment/clinical office setting. Potential exposure to communicable diseases and other conditions in a health center environment. 

• Requires sitting for long periods of time.  Periodic standing, walking, bending. Requires lifting of up to 15 pounds.  Visual acuity sufficient to perform frequent work on a computer screen and review printed reports and other materials. This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets.  Requires the ability to hear and to communicate orally with others. 

PPGNY's benefits package includes:

Generous PTO and holiday schedule

Medical, dental and vision coverage options for you and eligible dependents

FSA, HSA, Commuter pre-tax reimbursement funds

Short- and Long-Term Disability, Free Basic Life and AD&D

401(k) Retirement Plan with Safe Harbor contributions after 1 year of employment

All positions at PPGNY require:

Proof of immunization or immunity to certain communicable diseases (including influenza during the flu season and Covid-19) and testing for tuberculosis. These certifications are required by the NYC DOHMH Health Code, NYSDOH and OSHA.

Planned Parenthood of Greater New York (PPGNY) is a leading provider, educator, and advocate of sexual and reproductive health care in New York State. PPGNY is proud to provide a wide-range of family planning services at our brick-and-mortar health centers and mobile care units. We care for everyone regardless of their immigration status, zip code or ability to pay. PPGNY’s education and outreach programs are backed by medically accurate, evidence-based information that allows people to make informed decisions about their health and future. As a voice for reproductive freedom, PPGNY supports legislation and policies that ensure all New Yorkers have access to the full range of reproductive health care and education.

At PPGNY, we provide the absolute best care to our patients and our communities through innovative health care delivery and education programming. We care for everyone who walks through our doors regardless of insurance, ability to pay or immigration status. As a leading voice for reproductive freedom, PPGNY fiercely advocates for policies to ensure that all New Yorkers will have access to the full range of reproductive health care services and information.

PPGNY is committed to diversity, equity, and inclusion. We believe we are most impactful when people with a wide range of backgrounds, experiences, and identities come together with common purpose. We encourage candidates from all backgrounds to apply.

We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses and identifying potential inconsistencies or verification signals in application materials based on available information. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.