Administrative and Grants Manager
(full-time)

CA FWD is a multi-partisan, multi-issue nonprofit organization committed to promoting a more sustainable, resilient, and inclusive economic growth model within and across every region of California. Our staff reflects the diversity of California’s population and works from a variety of locations throughout the state. CA FWD team members are enthusiastic about the mission of the organization and are knowledgeable, thorough, and responsive. Individuals enjoy working as part of a group, have excellent time-management and communication skills, the ability to multitask and meet deadlines, and in general help the organization “punch above its weight.”

Location: Remote, CA residency required.
Start date: Ideally, the successful candidate will start February 17 or earlier.
Salary Range: $70,000- $80,000 depending on experience. This is an exempt position and includes a generous benefit package.

Benefits:

  • Health, dental, and vision, life, and long-term disability insurance
  • Retirement plan with employer matching
  • Flexible spending plans for Medical, transportation, parking, and childcare
  • Generous paid time off
  • Cell phone and home internet stipend

The Administrative and Grants Manager is an exceptional communicator and analytical person who will support the CEO and organizational leadership in securing resources to support the organization and support day-to-day administrative operations. This position plays a key role in the organization’s workflow by serving as a crucial link between various administrative and organizational processes, programs, and staff.

The Administrative and Grants Manager will report to the Executive Director for Programs, with day-to-day supervision from the Controller (though individual initiatives may have other leaders) and in coordination with other CA FWD staff, consultants, and partners, to effectively implement organizational administrative processes. Specifically, this position is responsible for providing attentive support both internally and with our partners and funders. They should be skilled in grant writing and administration, fundamentals of non-profit accounting, and project management. This role will also support additional programs and initiatives, including the California Economic Summit. The ideal candidate will be aligned with CA FWD goals and is a courteous, initiative-taking, and well-organized professional who brings creative solutions to their work and team.

Duties of the Administrative and Grants Manager include:

Grants Administrative Support

  • Grant proposal development: Assisting in writing compelling grant proposals, including needs assessments, project goals, budget details, and evaluation plans, ensuring adherence to funder guidelines.
  • Budget management: Supporting budget reporting for each grant, tracking expenditures, and working with program staff to ensure funds are accounted for appropriately.
  • Compliance management: Ensuring that all grant activities comply with grant regulations and funder reporting requirements.
  • Grant reporting and communications: Assisting in preparation and submission of progress reports to funders, including data analysis and impact metrics.
  • Relationship building: Cultivating relationships with potential and current funders, including attending conferences and networking events.
  • Identifying funding opportunities: Working with program staff to research and identify potential grant makers, foundations, government agencies, and corporate donors that align with the organization’s mission and program areas.
  • Data collection and evaluation: Supporting program staff with collecting data to measure impact and evaluating the effectiveness of grant-funded initiatives.
  • Grant management system oversight: Utilizing systems and software to track grant applications, deadlines, reporting requirements, and funder communications.

Administrative Support

  • General administration and internal collaboration: Consulting with IT, Web, partners, key staff, and others to support the overall work of the organization, scheduling meetings and other collaborative efforts for general operations.
  • Systems support: Providing and overseeing technical training and management of administration systems to ensure organizational sustainability and the achievement of organizational priorities.
  • Document Management: Managing documents and production of materials for meetings and events; conducting basic research as needed; assisting in preparing, proofing, and formatting documents to ensure company branding and document management systems are used and maintained appropriately.
  • Travel and Logistics: Assisting with travel arrangements and logistics, catering, room set-up, supplies, and managing attendance for webinars, and other sources of engagement, including the California Economic Summit. Assisting in production of Board meetings, preparing materials and minutes.

Finance and HR Support – Under direction of the Controller

  • General accounting and compliance: Assisting in the review and management of contracts and agreements, credit card accounts, expense reports, invoices, and other accountable documents to ensure that transactions are accurate and timely, and documentation and required approvals are complete. Maintaining vendor records and recording invoice information into Bill.com and/or QuickBooks Online.
  • Donor and program services: Maintaining records for donors, sponsors, registrants, and others, preparing accounts receivable invoices and follow up communications.
  • Financial close and reporting: Preparing reconciliations of bank, credit card, and other accounts. Assisting in production of quarterly and annual financial statements and interim reports. Assist in compilation of board reports and financials for CEO review.
  • Audit support and participation: Assisting with fulfilment of pick lists and document requests during annual audit.
  • HR support: Assisting with on-and-offboarding staff, monthly payroll processing, tracking, and review of staff timesheets.
  • Performing other duties as assigned

Qualifications

  • Bachelor’s degree and non-profit (NGO) management experience preferred.
  • Experience: a minimum of 5 years of non-profit grants, administration, and accounting experience.
  • Financial Management and budgeting skills.
  • Research and analytical skills and the desire to learn and acquire new skills.
  • Strong interpersonal, written, and verbal communication skills.
  • Excellent communication and interpersonal skills, including working in a fully remote team environment.
  • Ability to work both independently and as part of a team.
  • Fluency in Microsoft Office, (Word, Excel, and PowerPoint), Bill.com and QuickBooks online, Box or equivalent project and document management systems, Asana, superior Excel skills
  • Strong task and time management skills and the ability to multitask.
  • A calm and creative analytical person.
  • Ability to work flexible hours as required.
  • Ability to work in a remote environment.
  • Ability to travel within California when necessary, including to quarterly in-person staff retreats and the California Economic Summit.

Apply here: https://www.indeed.com/job/administrative-and-grants-manager-bd6c34446e5920e6