Unit: Compliance and Grants Management

Department: Grants Management

Reports to: Senior Director, Compliance and Grants Management

Classifications: Exempt, F.T. (Administrative)

GRANTS FINANCE MANAGER

The Grants Finance Manager is responsible for leading and coordinating all phases of public and private grants from preparation of grant proposals to registration to close-out of the grants. The Grants Finance Manager will compile and organize public and private grants and grant-specific reference materials and ensure internal teams are aware of the respective grant requirements and can access these documents. The position is also responsible for developing and maintaining systems to track reporting requirements including budgets, modifications, vouchers, external financial reports, administrative compliance requirement and ensure preparation and timely submission of these documents to funders.

Responsibilities:

1. Coordination and preparation of financial documents related to public and private grants including budgets, budget modification, invoices, required grant reports and ad hoc reports requested by funders. Ensure submission of these documents by the respective funder due dates.

2. Manage the development of public grant proposals and applications, including development of proposal budgets and coordination with the Programs and Compliance teams to ensure all required documents (programmatic and administrative) are completed, compiled, and submitted in accordance with funders guidance by the due date.

3. Coordinate with Institutional Giving team on private grant revenue and cash flow projections

4. Manage system for recording and tracking active grants, prospect/proposals reporting schedules, proposals, awards and required reporting.

5. Develop and maintain a library of reference documentation, including such information as grantor requirements and forms and reference literature.

6. Lead quarterly kick-off meetings for all new grants and quarterly portfolio reviews of existing grants (budget vs actual) focused on ensuring spending is on target, in alignment with approved budget and to develop a course correction plan as needed (e.g. mod, reclasses, etc.

7. Review all components of each public grant submission, ensuring that the proposal is formatted, packaged and submitted in accordance with grantor's requirements.

8. Monitor and analyze grant (public and private) expenses and spending rates monthly. Ensure expenses (PS and OTPS) are allowable under the grant as well as ensure the appropriate PS and Overhead allocations align with the approved budget.

9. Respond to funder requests and do so in a timely manner. Establish and maintain strong relationships with funders as well as internal teams.

10. Support Sr. Director of Compliance and Grants Management to ensure HMI is in compliance with all government grant requirement.

11. Work closely with the Programs team, including the Chief Program Officer, in the development of the annual program budget. Reconcile the annual program budget projections with the organizational annual budget, make adjustments to the organizational budget as needed during the reforecast process and continue to keep the program budget projections current in preparation for the subsequent annual budgeting process monitor actual revenue against projected revenue for each program.

12. Become familiar with and ensure compliance with federal, state and city rules and regulations.

Duties, responsibilities and activities may change or new ones may be assigned at any time with or without notice.

The Hetrick Martin Institute does not discriminate on the basis of race, color, national origin, age, disability, religion, or sex (including pregnancy, sexual orientation, and gender identity). HMI does not exclude people or treat them differently because of race, color, national origin, age, disability, religion, or sex (including pregnancy, sexual orientation, and gender identity). Hetrick Martin Institute requires all employees be fully vaccinated and each person offered employment must be fingerprinted and background checked through the NYC DOE process.