Grantmaking Operations Manager

Job Description

Job Description

Salary: $73,800 - $81,500

Grantmaking Operations Manager

Full-time, exempt, remote-eligible, based in the United States

About this position

The Grantmaking Operations Manager ensures the efficient administration of the overall grantmaking process across a team that spans multiple geographies. An integral member of the Program Team, the Grantmaking Operations Manager works closely with the Program team to coordinate the day-to-day grantmaking infrastructure and management.

The Grantmaking Operations Manager works to ensure that both the administration and overall systems and process of grantmaking run efficiently and accurately as part of our collective mission-driven work. The role requires attention to detail, systems-mindedness, a high degree of self-motivation, ability to work in a fast-paced environment, collaborative communication and relationship skills and the ability to creatively problem-solve.

About Grassroots International

Grassroots International connects people in the US with global movements that defend land, territory, water, food, seeds and the earth. Together we address the root causes of injustice and oppression, and build alternatives that nurture human rights, ecological justice, and liberation. We do this through grantmaking, social action, and philanthropic leadership. As a public foundation, Grassroots International raises its budget annually. Our organizational culture is collaborative, relational, and deeply mission-driven.

Responsibilities

Grantmaking Process and Documentation (40%)

• Manage systems to track the entire lifecycle of the grantmaking process, monitor grant progression and troubleshoot obstacles or delays.
• Follow due diligence requirements as part of the grant application process, through grant disbursement and reporting.
• Coordinate between internal teams as needed to ensure smooth grant administration, including communication with the Finance Team around payment information, upcoming grants, and progress of disbursements.
• Organize and maintain digital data. This includes categorizing and storing documents in appropriate folders, implementing consistent naming conventions, archiving essential information, and regularly auditing files to remove outdated or duplicate content. Ensure information is easy to retrieve and improve overall operational efficiency.
• Support Solidarity Program Officers in communications related to the grant process with grantees when needed and language skills allow.
• Review grantmaking documents (such as letters and disbursement requests) as requested by the Program Director to ensure that grantmaking systems follow our policies and procedures, are accurate, and match budget and funding allocations.
• Contribute to the development and improvement of processes and systems related to grant management and operational workflows, including templates and other resources.
• Coordinate translation of any revised grantmaking templates or related documents.

Grantmaking System Management (25%)

• Manage our grantmaking systems and database, and keep informed of best practices related to grantmaking systems and administrative practices.
• Manage the transition to a new grantmaking system, including overall project management, coordination with the consultant, workflow configuration and maintaining smooth and accurate data transfer.
• Review, maintain and optimize the grantmaking database and system performance; collaborate with software consultants on fixes and updates as needed.
• Contribute to the development and implementation of initiatives to streamline workflows and enhance technology tools used in grantmaking, as appropriate.

Compliance & Reporting (20%)

• Ensure that grants meet the organizations compliance standards outlined in the GRI board-approved grantmaking and compliance policy.
• In collaboration with SPOs, coordinate enhanced due diligence and/or new diligence processes as needed.
• Complete an annual internal file audit and quarterly updates to ensure compliance and accuracy for all grantmaking. Work closely with SPOs to address any identified discrepancies.
• Analyze data and prepare timely and accurate reports on grantmaking activities, history, and trends, as needed and requested by the Program Director and senior staff (including board reports, annual reports, reports for the Development team, and others)
• Create or revise templates, dashboards, checklists and reporting tools for grants and program management, ensuring consistency and efficiency.
• Stay abreast of US and international regulations and best practices related to grantmaking

Training and Support (15%)

• As the grantmaking system expert, provide oversight, training and support to ensure all system users have the knowledge and skills to succeed.
• Develop, maintain and share materials related to grant compliance process, best practices and ongoing system improvements
• Troubleshoot issues and address queries related to the grantmaking database and processes.

Required Qualifications & Competencies

• A commitment to the mission of Grassroots International

• Background and experience in grassroots community organizing, movement building, and/or deep movement accompaniment
• At least 3-5 years prior experience working successfully in administrative or operations roles, with a strong interest in further developing these skills and learning about philanthropy
• Proven success in managing multiple requests and competing priorities, with strong time management and project organizational skills to meet deadlines
• Proficiency or fluency in at least one of GRIs program languages (Arabic, French, Kreyol, Portuguese and/or Spanish)
• Demonstrated ability to work in a diverse and fast-paced environment
• High level of personal responsibility, integrity, and accountability, with discretion in handling confidential and sensitive information
• Willing and able to take initiative, problem solve, and own projects
• Good interpersonal communication skills (both verbal and written), including open and effective collaboration, and relationship-building with colleagues, grantee partners and allies
• Proficient with Microsoft Office applications (especially Excel and Word), Google Suite, and video conferencing services
• Facility to learn new computer programs and systems
• Ability to thrive in a collaborative team environment, with a collegial spirit in sharing ideas and receiving constructive feedback

Preferred Qualifications

• Experience in international issues central to GRI mission, with a deep understanding of how social movements work, ideally in land, territory, water, food sovereignty, ecological justice struggles, and grassroots feminisms
• Bachelors degree and at least 3-5 years of relevant work experience
• Experience with grants management systems, data analysis, and/or project management software experience
• Well-suited for a work environment that values flexibility, cooperation, a good sense of humor, kindness, and resourcefulness. As in life, its a bonus to bring positive energy, empathy, and curiosity.
• Experience managing up, down and sideways

Compensation: Full-time position; starting salary $73,800 - $81,500 DOE; excellent benefits, including health, dental, disability, paid sick time and vacation, and retirement.