Director of Grants Management

Easter Seals Metropolitan Chicago, Inc, dba Easterseals Serving Chicagoland and Greater Rockford(“Easterseals”) is an independent operating 501(c)(3) nonprofit corporation serving Chicagoland and the greater Rockford area that provides services in the early childhood and disability space. Easterseals awakens abilities, builds capacity, and transforms trajectories with empathy and expertise in the early learning and disability spaces.

Easterseals has an $80 million operating budget and serves thousands of clients annually in programs across the Chicagoland and the Rockford region, proudly employing nearly 750 dedicated professionals. Easterseals serving Chicagoland and Rockford is among the largest affiliates of Easterseals, a national organization founded in 1919 to provide services to individuals living with disabilities. Each affiliate serves the identified needs of its local community.

For more information about our organization, please visit us online at www.eastersealschicago.org. 

 The Director of Grants Management, under the leadership of the Chief Financial Officer, has full accountability for the grants and contracts revenue cycle. They are responsible for managing the operational components of grants management, including developing the structure and systems of a centralized grants management function; developing and implementing compliant and efficient policies and processes related to the full spectrum of the grants lifecycle; and developing collaborative partnerships with teams across the agency to maintain and report on grants and contracts. 

Specifically, the Director of Grants Management holds direct responsibility for grant systems, processes, and controls; grant administration, management, and oversight; recordkeeping, accounting, and reporting; billing and collections; coaching and developing the team;  compliance; and funder relationship management in conjunction with program staff. This role helps to ensure organizational sustainability by maintaining strong and compliant relationships with funders while also maximizing revenues and cash flows. 

This position is headquartered at Easterseals Chicago Location at 1939 W 13th Street, Chicago, IL 60608.

MAJOR FUNCTIONS/RESPONSIBILITIES:

Grant Administration, Management, Compliance and Oversight:

• Ensure the allocation and utilization of grant funding is conducted in strict accordance with the organization’s operational and financial requirements, as well as all funder stipulations, with a focus on timeliness and accuracy.
• Stay apprised of changes in grant laws, regulations, guidance and practices. Provide clear communication of rules and regulations related to grants management across all departments of the organization and management.
• Assure adherence to rules and regulations, not limited to the 2 CFR 200 and GATA, Grants Accountability and Transparency Act by maintaining an effective compliance program.   
• Provide onboarding and training to staff throughout the agency related to their grant management, compliance and reporting responsibilities.
• Maintain detailed, organized records of all grants awarded including specifications, requirements, milestones and all compliance/ reporting due dates. 
• Monitor, review, approve and maintain reports, paperwork and other related documents connected with grant-funded programs.
• Prepare spending projections and report budget to actual grant spending to program managers and senior leadership regularly. Alert leadership to any over/under spending concerns and assist program leadership in developing and implementing action plans to address these issues.
• Track grant management measurements for the agency’s performance dashboard.

Systems, Processes, and Controls:

• Manage the design and implementation of grants administration processes throughout the organization; develop strategies to optimize grants administration processes.
• Develop, communicate, and implement effective grants management practices with aligned technology solutions. Ensure continuous process improvement, cost effective system maintenance and support, and the development and implementation of centralized practices, systems, policies, and management tools. 
• Determine the qualitative and quantitative measures that are critical for tracking and understanding organizational efficiency and impact.

Team Leadership:

• Oversee the work of the Grant Management team, including the Grant Accountant/ Analyst and Revenue Cycle Specialists.
• Organize work, establish priorities, make proper assignments of human resources, and efficiently allocate resources. 
• Invest in people and cultivate a team culture rooted in accountability that inspires confidence, trust, respect, and transparency to encourage information sharing and learning.
• Provide timely performance feedback and take an active role in the development of your team.

Cross-Departmental Relationship Stewardship:

• Provide onboarding and training to staff throughout the agency related to their grant management, compliance, and reporting responsibilities.
• Communicate ongoing progress and keep staff informed about upcoming deadlines and deliverables, ensuring smooth completion of work responsibilities. 

Grant Applications, Budgets, Analysis, and Reporting:

• Take an active role in writing grant proposals and preparing grant applications as required, including leading the same.
• Prepare individual program budgets, budget amendments, and financial reports as needed. 
• Review grant proposals, grant budgets, and financial reports prior to submission.
• Prepare the organization’s Consolidated Year End Financial Report (CYEFR) and other required GATA reporting.
• File the agency’s audit report with the federal clearinghouse timely.
• In collaboration with the CFO and Controller, maintain the organization’s cost allocation plan.

Funder Relationships:

• Manage funder-specific audits, including organizing the team, preparing materials, responding to inquiries, preparing and managing corrective action plans, etc.
• Serves as liaison to funding bodies in conjunction with appropriate program staff.
• Consistently develop and sustain cooperative working relationships with funders.  

Other:

• Prepare schedules and work papers as required for audits.
• Act as the primary point of contact for the agency’s single audit and “in relation to” opinion on the CYEFR.
• Work with rate consultants to prepare the organization’s indirect rate and ISBE rate proposals.
• Administer payment requests from HSS for grant drawdowns.
• Manage and maintain access to all funder portals and websites.
• Perform other duties as assigned.  

Education/Certification:

• BA or BS in Accounting, Finance, or Business Administration.
• Grants Management certificate is preferred.
• CPA and/or MBA desirable.

Experience Required:

• Seven to ten years of broad, progressive experience in government grants management/ administration, ideally working with early education and disability services space and with agencies such as DFSS, ISBE, HSS, and OHS.
• Three years of management experience in a nonprofit organization, including experience recruiting, training/developing and retaining a highly effective team.
• Three years of broad, progressive accounting experience.
• Experience successfully preparing for and managing single audits and other funder-specific audits required.
• Public accounting experience, including experience planning and performing single audits preferred.

Required Knowledge:

• Expert-level knowledge of Uniform Guidance and other government grant requirements, compliance, processes, systems, controls, and best practices required.
• Expert-level knowledge of grant management best practices.
• Strong knowledge of audit, accounting, budgeting, analysis, purchasing, business operations, and the nonprofit industry is required.
• Proficient in using computers with related knowledge of software programs and the internet. Strong knowledge of general ledger software (generic), as well as intermediate-level knowledge of Microsoft Word and PowerPoint, and advanced knowledge of Microsoft Excel. 
• Microsoft SharePoint experience and Sage/MIP software experience desired. 

Skills/Abilities:

• Background promoting professional development opportunities, motivating staff, and empowering teams across an organization. Ability to inspire, influence, and enable others to achieve goals. 
• Systems orientation, with a track record of improving and enhancing existing grants management technologies, developing new solutions, and maintaining an awareness of and willingness to use new and emerging platforms.
• Exceptional project management skills: demonstrated ability to take ownership of complex projects from conception to fruition, with continuous follow-up to ensure project completion within specified time parameters. 
• Financial analysis and management skills, including developing and monitoring budgets and financial reporting.
• Strong active listening skills and customer service orientation to accurately capture the needs of others and plan follow-up for implementation.
• Proven ability to produce high-quality reports of data or related grant information, and to maintain the integrity of data; keen attention to detail and accuracy is imperative. 
• Outstanding organizational skills and effective time management skills; ability to manage multiple deadlines simultaneously; ability to work effectively under pressure.
• Ability to prioritize work, track/monitor work, meet deadlines, and produce quality results on time with attention to detail.
• Exceptional written and verbal communication skills, with experience presenting complex materials in an understandable manner to a variety of audiences.
• Excellent interpersonal skills that allow for effective relationships in a diverse environment. 
• Resourcefulness and a proactive work ethic. 
• Ability to type and 10-key by touch.

ADA: Easterseals will make reasonable accommodations in compliance with the Americans with Disability Act of 1990. Unless exempted by the Americans with Disabilities Act, all persons hired for this position are required to possess the ability to perform the physical tasks necessary to perform all job functions, i.e., bending, floor-sitting, etc., as well as to have the ability to lift up to 50 pounds frequently.