Job Announcement – Grants and Contracts Manager – Baltimore Children and Youth Fund, Inc.

Location: Baltimore, MD  (Working remotely during COVID19 restrictions)

 

Salary Range: Starting at $90,000+ Full benefits package

 

Reports to: Vice President of Finance and Administration

 

Timeline: Open until filled.*BCYF,Inc.strongly encourages and seeks applications from Black people, Indigenous people, People of Color, immigrants, women, people with disabilities, members of the LGBTQIA community, and other underrepresented and historically marginalized groups.


ABOUT BALTIMORE CHILDREN & YOUTH FUND, INCORPORATED

The Baltimore Children and Youth Fund, Inc. is a 501(c)(3) nonprofit organization that was created as a dedicated fund to support programs for Baltimore’s young people.  The concept of the Baltimore Children and Youth Fund was launched in 2015 by then-City Council President Bernard “Jack” C. Young as a response to the unrest in Baltimore following the death of Freddie Gray while in police custody, an event that sharply illuminated longstanding inequities in public funding in Black communities. In 2016, the Baltimore City Council and voters approved the Fund to receive an annual appropriation of assessed value of all property in Baltimore. Baltimore Children and Youth Fund, Inc. (BCYF, Inc.) was named the permanent intermediary of the Fund. BCYF, Inc.’s budget is approximately $14 million annually, with $2 million in operating expenses and $12 million in direct grantmaking investments.


BCYF, Inc. is committed to ensure that our children and youth are healthy, ready to succeed in school, and live in stable, safe, and supportive families and communities. We do more than grantmaking, we collaborate with grassroots organizations and community leaders to create new opportunities for the city’s young people to learn, thrive and succeed. BCYF, Inc. awards grants to organizations that provide programs to thousands of Baltimore’s young people — from academic support and science exploration to dance and photography. Unlike traditional philanthropic efforts in Baltimore, BCYF, Inc. is committed to authentic community engagement, and our strategy and grant decisions are shaped and led by Baltimore community members and youth leaders. Our core values of Racial Equity, Intergenerational Leadership, Community Ownership, and Collective Decision-Making direct our partnerships with organizations that share our Black liberation worldview. Through our strategic investments, we strive to resource a future where children and youth throughout the city enjoy access to high-caliber enrichment and learning opportunities, and children and youth programs have the resources they need to equitably serve all our young people.


Click here to learn more about our story and our guiding values and principles. 

 

 Job Description:

The Grants and Contracts Manager (GCM) is an essential member of the Finance and Administration team and works closely with program, finance, portfolio management, general counsel, and other teams to facilitate and track the progression of contracts, grants, and grant awards through various stages of vetting to execution. The GCM also manages the accounts payable process for grantees, contractors and vendors.  This role advises and supports the development and management of BCYF, Inc. budgets, pipelines, and forecasts.


The GCM will draft and incoming contracts and grant agreements, including performing due diligence and routing proposals to appropriate staff via an automated workflow for review and approval; accept proposals and process declinations; support processing of grant payments; assist with maintenance of forms and templates; contribute to data integrity and quality assurance of the grants management database; monitor Grant Administration email box and coordinate prompt responses to inquiries with the team; participate in efforts related to the development and continuous improvement of grant operations; and support the execution of workflows and processes with grantees, and within BCYF, Inc.  The GCM will be directly supervised by the Vice President of Finance and Administration. This position may have supervisory duties.

 
 
Essential Functions
  • Oversee the pre-award, post-award, and closeout activities for a variety of grants/contracts, with varying levels of complexity. Full life cycle contract management and support by providing expert advice regarding business management, contracts, and subcontracts issues and maintenance of complete prime and sub-award documents.
  • Serve as the first point of contact and resource guide for staff for the planning and development of grant packages for RFPs; this includes providing instruction on protocol, regulations, and guidelines pertinent to BCYF, Inc. 
  • Draft contracts, subcontracts, purchase orders, consulting, and other agreements as necessary.  Conduct simple to complex client and subcontractor negotiations.
  • Monitor compliance with contract terms and conditions. Ensure contracts and subcontracts are in compliance with applicable regulations, and BCYF, Inc. policies.
  • Manage Grants Administration email accounts by filing and sending notifications to grantees regarding wire payments and upcoming report deadlines. 
  • Monitor grant compliance and maintain accurate records of grant schedules and amounts, relevant site visits, reporting, renewal, and closeout information. 
  • Manage accounts payable through the weekly review and approval process. Manage the grant payment process.
  • Upon request, research articles, reports, and other relevant information for the Department.
  • Support the document production needs of the organization, including formatting, proofreading, and preparing presentation materials. Provide emergency backup for the Department to include assembling meeting materials, organizing and sharing calendars, processing grants and contracts, and other general program support requirements as needed.
  • In coordination with the Vice President of Finance and Administration, regularly review internal processes in order to ensure continued smooth operations of the department.
  • Perform other duties as directed by the Vice President of Finance and Administration.
 
Candidate Profile
The ideal candidate will have experience organizing and directing grant and contracts administration processes. The GCM will anticipate challenges, work independently, and effectively resolve potential issues. The ideal candidate will have a strong customer service orientation and the capacity to adapt processes to maximize the impact of BCYF’s strategic investments. They will possess a high tolerance for ambiguity, the ability to adapt quickly, and a record of success in working effectively with persons from diverse cultural, social, and ethnic backgrounds.The ideal candidate is highly organized and capable of working under tight timelines, has strong communication and collaborative skills, and has a high level of integrity, ethical rigor, and the ability to maintain confidentiality.  Experience in philanthropic or nonprofit administration is preferred.
 

 

You’ll thrive in this role if this sounds like you:

*While no candidate will possess every quality, the successful candidate will possess many of the following experience and attributes. (Preference will be given to candidates with a proven track record of scaling a start-up nonprofit or philanthropic organization.) Even if you aren’t sure but are excited about the position, we encourage you to apply!


  • Three (3)+ years of related experience working with contracts, financial and grants management systems or databases, and grant budgeting.
  • Working knowledge of regulations applicable to grants and nonprofit organizations. Stays up to date on applicable administrative and financial regulations and is able to apply them to daily work processes, monitors and guides staff, and grantee partners to ensure compliance.
  • Previous supervisory experience. Ability to delegate responsibilities and guide staff to meet deadlines. Serve as a resource for grantee partners and staff to address complicated contract issues.
  • Grants Management certification and/or Project Management certification a plus.
  • Ability to communicate effectively in person, on the phone, and in writing with staff at all levels having varying degrees of understanding of relevant regulations and procedures.
  • Knowledge of and proficiency with a variety of computer software applications including DocuSign, Microsoft Word, Excel, Access, PowerPoint, Outlook, Microsoft Office 365, Zoom, Adobe Suite, Fluxx
  • Proven ability to organize priorities during levels of high demand and meet agreed-upon deadlines for multiple constituents. 
  • Must be able to demonstrate attention to detail, speed and accuracy.
  • Experience with scheduling and facilitating meetings.
  • Must be reliable, flexible, and a supportive team player with a commitment to racial equity and BCYF values.
  • Team-focused and uses personal contributions to promote the success of the team. Focuses on group results and guides staff in creating a collaborative work environment.
 
HOW TO APPLY
For consideration, interested candidates must submit a cover letter and resume. Your cover letter must address your specific interest in the organization and the role, your experience, and the qualifications being sought. Electronic submissions are highly preferred. Interested individuals are encouraged to apply immediately. 

Send all materials to applications@bcyfund.org; “ATTN: BCYF, Inc. – Grants and Contracts Manager” in the subject line. Please visit: bcyfund.org for more information about the organization. 
 
To obtain further details about this opportunity, contact Dana Cole at dcole@bcyfund.org.

 

Equal Opportunity

 

BCYF, Inc. is a 501c3 organization. We are firmly committed to complying with all federal, state, and local equal opportunity (“EEO”) laws. BCYF, Inc. strictly prohibits discrimination against any employee or applicant for employment because of the individual’s race, color, sex, religion, national origin, age, sexual orientation, height or weight, disability, gender identity or expression, medical condition, including acquired immune deficiency syndrome (AIDS) or AIDS-related conditions, marital status, partnership status, genetic predisposition or carrier status, military status, arrest record and any other characteristic protected by law. Accommodations will be made so that qualified disabled applicants may participate in the application process. Please advise in writing of special needs at the time of application. While performing the job responsibilities, accommodations will be made to enable people with disabilities to perform the essential functions of the job.