Job Description Post Award Grants Manager Area / Program Focus Contracts, Compliance, Reporting Founded in 1935, Catholic Charities of the East Bay is one of the San Francisco East Bay s largest multi-service agencies. The agency s mission statement reads: Rooted in compassion and human dignity for all, Catholic Charities of the East Bay works with youth, children and families to promote self-sufficiency, strengthen families and pursue safety and justice. In all of our work, we strive to move vulnerable individuals and families from crisis to stability to prosperity. All of Catholic Charities programming is guided by the organization s longstanding commitment to equitably supporting everyone in need, regardless of religion, race, ethnicity, immigration status, gender identity, sexual orientation, cultural background, or other classification. We are committed to universal care, compassion, and respect and we apply these priorities to our work to alleviate poverty and inequity, and to create a more socially just community in the East Bay. Accredited by the Council on Accreditation (COA) in 2017, we provide the highest quality supportive, integrated services to our community members. Every year, our programs reach an average of over 25,000 people, and provide in-depth ongoing services to about 2,000 clients. With service centers in Oakland, Richmond, and Concord, our impact reaches across Contra Costa and Alameda counties, which comprise the Diocese of Oakland. Our services fall into three broad categories: 1) Welcoming the Stranger: Immigration Legal Services; and Refugee Resettlement, Employment, and Support Services. 2) Healing Trauma: School-based behavioral health services for children and youth; training and coaching for school staff and other youth-serving adults and agencies; intensive grief counseling and family support to victims of violent crime; support for victims of family violence; case management for families who risk having children removed from the home; training for youth and adults to help with mental health challenges; and a Therapeutic Living Community (TLC) called Claire s House for children ages 12-17 who were victims of sex trafficking. 3) Fostering Self-Sufficiency: Literacy-focused educational supports and case management; Adult Education, including ESL and Workforce Development; Housing Counseling; Asset Building; Community Revitalization; and Resource Referrals. Catholic Charities clients include refugees arriving to the US needing wraparound resettlement supports; immigrants seeking pathways to citizenship; families and peers of homicide victims in need of emotional and material help and hope; families at risk of having their children removed from the home in need of counseling and stability assistance; neighborhoods, students, and school districts healing from the trauma of community violence; families and individuals facing housing and employment crises in need of emergency assistance; families in need of greater English-language 1
proficiency to fulfill educational and employment goals; and children who were victims of sex trafficking. Position Summary The Grants Department function at Catholic Charities includes all funding applied for and received from institutional entities including private Foundations, Corporations, and local, state, and federal government. These funds currently total approximately $4M and are growing. The Post Award Grants Manger reports to the Director of Grants and works with the Director of Grants, Finance Department, and Programs and is responsible for post-award grants management and monitoring for all federal, state, city, county, and foundation grants. This includes responsibility for all contract compliance, budget tracking, and adherence to grant outcomes and deliverables and reports to the funder. This position acts as a liaison between Programs and Finance to ensure smooth and accurate grant accounting and reporting. The agency has grown from a $5.5M budget for fiscal year 2014-15 to $8.7M budget for fiscal year 2017-18. Given the innovation of the programs to meet the demands in the community, it is highly likely that the agency will continue to grow to meet the demand while doing it in a financially responsible manner. It is critically important that the Grants Department grow the grants revenue to help meet the demands and also to help create a financially sustainable organization. Catholic Charities is in the midst of updating its strategic plan through 2021. Included in the plan are goals that include being the Employer and Volunteer Place of Choice; to Achieve a Culture of Philanthropy; to be the Charity of Choice known for innovation, impact, and having a servant heart with a business mind; to be the Church as the Change Agent that convenes, facilitates, and strengthens community partnerships to address community problems; to achieve Excellence in everything we do; and to move children, youth and families from Crises to Stability to Prosperity with relevant and evidenced based programs. We are looking for a Post Award Grants Manager Director that wants to be part of a growing, innovative, and faith based organization that is always on the cutting edge of social service program and to build an organization that will be around long into the future. We are an eighty-two-year-old Start-Up. Catholic Social Teaching Catholic Charities of the East Bay is the social service arm of the Catholic church. The church s social teaching is a rich treasure of wisdom about building a just society and living lives of holiness amidst the challenges of modern society. Modern Catholic social teaching has been articulated through a tradition of papal, conciliar, and episcopal documents. The depth and richness of this tradition can be understood best through a direct reading of these documents. Below is a brief highlight of several of the key themes that are at the heart of our Catholic social tradition: Life and Dignity of the Human Person human life is sacred and that the dignity of the human person is the foundation of a moral vision for society. 2
Call to Family, Community, and Participation The person is not only sacred but social. How we organize our society in economics, politics, law, and policy directly affects human dignity and the capacity of individuals to grow in society. Rights and Responsibilities The Catholic tradition teaches that human dignity can be protected and a healthy community can be achieved only if human rights are protected and responsibilities are met. Options for the Poor and Vulnerable A basic moral test is how our most vulnerable members are fairing. The Dignity of Work and the Rights of Workers The economy must serve people, not the other way around. Work is more than a way to make a living. It is a form of continuing participation in God s creation. Solidarity We are one human family whatever our national, racial, ethnic, economic, and ideological differences. Care for God s Creation We show our respect for the Creator by our stewardship of creation. Care for the earth is not just an Earth Day slogan. Organization History Catholic Charities of the East Bay was founded in 1935 and has always focused on alleviating poverty, promoting self-sufficiency, strengthening families, and pursuing safety and justice. 1934: Catholic Charities was created when 36 Catholic aid agencies in Alameda County consolidated to serve the poor and marginalized during the Great Depression. 1939-1945: Catholic Charities offered professional social services while simultaneously joining the war efforts by organizing blood drives and providing hospitality to service members. 1971: Catholic Charities created the Prison and Community Justice program following riots at San Quentin and Attica Prisons. 1975: Catholic Charities launched the Refugee Resettlement and Employment program to serve the influx of refugees from Southeast Asia following the Vietnam War. 1990s: Catholic Charities instituted HIV/AIDS housing services to fight discrimination in housing; addressed the issue of school violence toward gay and lesbian youth through the Safe Schools Project; and reached out to disaffected LGBTQ Catholics through an outreach task 3
force. 2005: Catholic Charities received national recognition for work with Hurricane Katrina evacuees who fled to the East Bay. 2006: Catholic Charities teamed with the City of Oakland to fight the effects of violence by forming staff and volunteer teams that react immediately to homicides in the community. Catholic Charities Past Results Catholic Charities of the East Bay is proud of our many accomplishments. Every year, our programs reach an average of over 25,000 people, and provide in-depth ongoing services to about 2,000 clients. Some of our outcomes from our 2015-2016 fiscal year include: 61% of Housing Counseling clients still remained stably housed at the 6-month follow-up mark in our last fiscal year. 70% reduction in suspensions at Richmond High School since our trauma-informed restorative practices programming began there in 2010. 18 schools received school-based behavioral health services in Alameda and Contra Costa Counties. 100% of participants in our Project Aware youth mental health training reported improved ability to respond to issues because of our training. 1,554 hours of mental health services were provided to 267 clients receiving in-depth services. 76 adults enrolled in Family Literacy program received the assistance needed to progress in the program. 41 children were supervised while parents attended class. 90% of refugee clients were placed in jobs, and 77% of refugees placed in jobs remained employed after 90 days during our last fiscal year. 71% of Legal Consultations resulted in our client entering the path to citizenship. Agency Culture The business and social environment we operate in today has changed. What worked yesterday may not work today and will likely not work tomorrow. To thrive, we must incorporate new ways of thinking and embrace new practices. As part of our individual and agency cultural change process, it is critical that all employees of Catholic Charities aspire to the following: A commitment to the agency s mission, vision, and values. A commitment to excellence in everything we do. A commitment to accreditation as well as performance and quality improvement. A commitment to outcomes and measured results. 4
A commitment to innovation and to what is possible. Essential Duties and Responsibilities Overall Leadership Commitment to Mission and Organizational Sustainability: Model commitment to Catholic Charities of the East Bay s mission and planning for sustainability of the organization s future. Essential Responsibilities: Manages all phases of post-award grants and contracts administration. Negotiates awards or terms of the awards, such as deliverables, if necessary. Review contracts to ensure that the legal terms are agreeable to Catholic Charities and provide edits, if necessary, as part of the negotiation. Provides post-award advice and guidance, both of a general nature and project-specific, to Program Directors and Managers with respect to special terms and conditions of an award, interpretation of contract language, and regulatory and compliance requirements. Interacts with directors, managers, staff, and funding agencies to resolve moderately complex problems that cross departmental lines and to optimize the use of funds. Utilizes accounting and program database system to set up activities and to generate, analyze, maintain and monitor budgets and program outcomes. Works with Quality Assurance Department to ensure that contract deliverables are created to support the existing deliverables tracked in Salesforce. Works closely with the program directors and managers in preparing, reporting and negotiating the scope of work, budget details, and other project performance-related matters. Prepares sub-award/sub-contract and consultant agreements, amendments, supplements and continuation applications. Reviews and approves expenditures; ensures effective coordination between Finance and Programs Prepares data for financial reports, budgets, fund reconciliations, forecasting, analysis, and ad-hoc reports for program directors and managers as needed. Performs moderately complex data analysis as required. Works with program directors and managers to help prepare and submit the required progress reports (quarterly, semi-annual, annual). Maintains grants inventory spreadsheet. Creates and maintains grants and contracts filing system Performs general functions related to grants management such as updating grants calendar, light data entry, researching funding sources, and other administrative duties as assigned by supervisor SUCCESS METRICS: Timely monthly review of financial statements by fund to ensure no over or underspending of grant revenue Timely and accurate submission of grant reports to funders. Timely achievement of grant deliverables and outcomes. 5
Experience A successful candidate will have the following: Qualifications/Requirements: Excellent organizational skills needed. Must be able to prioritize responsibilities properly and handle multiple tasks relating to concurrent grant and development projects. College degree required in public or business administration, finance, or accounting. Minimum of three years of experience in similar or related area which included budget development and analysis and significant customer contact. Excellent written and verbal communications skills. Ability to work well under tight deadlines. Fully competent in fund accounting and budgeting. Good customer service skills to interact well with a wide range of customers and stakeholders. Ability to write and interpret contracts and agreements. Strong analytical skills leading to excellent problem solving. Demonstrated administrative abilities including attention to detail and organization. Experience with volunteers is desirable. Have an appreciation for the role of a church affiliated agency in the human service area. Ability to develop budgets and strong use of Word, Excel, PowerPoint. Experience and knowledge of Salesforce is desirable. Experience with Raiser s Edge database is desirable. Cooperative, friendly, and helpful attitude with clients and co-workers. Ability to work closely with other employees to ensure positive, constructive environment within the program or department and throughout the agency. Passion and enthusiasm for the mission of CCEB and its clients. Ability to thrive in a flexible, fast-paced and growth-oriented environment, while maintaining a sense of humor and a positive, solution-oriented approach. Passion and enthusiasm for the mission of CCEB and its clients. Ability to work independently and in a team setting. The ability to exercise good judgment in confidential matters. Valid driving license required and proof of insurance is required Core Competencies: Highly effective leadership; demonstrates a fundamental respect for the dignity of others. Works collegially and is a proven team builder. Inclined to coach and teach in order to improve knowledge and ability of others, but holds people accountable for results. An innovator, capable of creating and building strategic partnerships with parishes and other organizations. Understands and values quality improvement; applies managerial and technical skills to measure and improve efficiency and effectiveness and ensure compliance with all regulatory and contractual obligations. Able to effectively address overlapping projects and deadlines. Adaptable and reliable in face of conflict, crisis, or changing priorities. A demonstrated commitment to diversity and inclusion; valuing a diversity of perspectives and encouraging contributions by all team members. 6
Business literate, understands financial reports, applies data to assess business effectiveness and efficiency and acts in a fiscally responsible manner. Ability to thrive in a flexible, fast-paced, accredited, and growth oriented environment while maintaining a positive solution oriented approach. Proven superb writing skills and successful grant writing experience, including government grant writing experience, required. High-level understanding of nonprofit accounting and grants and contracts management issues required. Must be able to develop budgets in Excel. Excellent organizational skills needed. Must be able to prioritize responsibilities and handle multiple competing priorities at all times. College degree required from a four-year institution. Experience in research, business, and/or writing-heavy fields like journalism, social science, or other humanities is a plus. Ability to attract new funders and partners to the work of Catholic Charities. Ability to thrive in a flexible, fast-paced and growth-oriented environment, while maintaining a sense of calm, humor, and a positive, solution-oriented approach. Passion and enthusiasm for the mission of CCEB and its clients. Ability to work independently and in a team setting and set goals for oneself and the Department. Expert in Word, Excel, and PowerPoint. The ability to exercise good judgment in confidential matters. Excellent verbal and written communication skills. Must have the ability to see all points of view, effectively mediate miscommunications, and broker productive relationships to ensure the completion of cross-departmental projects on a regular basis. Must be a big-picture person who can also attend to the smallest detail of a contract. Supervisory Responsibility There is no supervisory responsibility in this position. Budget Administered Department operating expense budget up to $350,000. Annual 2017-18 revenue budget is $4.5M. The goal is to increase this revenue goal by 10-15% per year through new grant opportunities that are aligned with the mission of Catholic Charities. The budget is administered by the Director of Grants. Physical Requirements: Requires ability to sit up to 6-8 hours per day with intermittent occasional walking, standing, bending, and squatting. Occasionally may be required to lift items up to 25 pounds to a height up to 3 feet. Occasionally may be required to carry items up top 10 pounds for distances up to 500 feet and up to 25 pounds for distances up to 20 feet. Necessary Forms of Communication: Reading, writing, hearing, and speaking English. 7
Benefit Status: Benefits include group medical, dental and vision insurance; 403(b) plan, plus life and disability insurance. Full Time/Part Time Status: Regular Full Time Overtime (FLSA) Status: Exempt Revised: December 2017 8