Grants Manager, The Medical Foundation

Brief Overview:

We are seeking a Grants Manager to play a critical role within The Medical Foundation to help manage biomedical sciences grant programs and the COVID Community Grants Program.

Position Description:

The Medical Foundation at HRiA works with private individuals, bank trusts and family foundations to provide biomedical and life sciences consulting services, program evaluation, and customized grant programs designed to accelerate medical discoveries.  In 2022, we facilitated biomedical research grant programs that awarded over $27 million to outstanding investigators across the United States.

The Grants Manager will play a critical role within a team that is committed to advancing health that manages biomedical sciences grant programs and the COVID Community Grants Program which supports (BIPOC) led and/or serving community-, faith-based and Tribal and Indigenous serving organizations disproportionately affected by COVID-19 .This position includes a significant amount of both technical and operational responsibilities that are part of the grantmaking process and will support program staff in managing multiple grant programs.

The Grants Manager will work as part of a Grantmaking team that includes Directors, Grants Officers, and Scientific Officers for The Medical Foundation at HRiA. As a matrixed organization, the Grants Manager will also work closely with the COVID Community Grants Program.  Overall, the position will be responsible for working externally with applicants and grantees and internally with programs as well as admin and finance staff to structure and complete processing of grantmaking requirements while maintaining grants management processes that enhance the effectiveness of HRiA’s extensive clients and partners.  This is a full-time, exempt position and will report to the Senior Grants Officer within The Medical Foundation.

Duties and Responsibilities:

The Grants Manager’s roles and responsibilities will fall into the major areas of 1) grants management technology, 2) financial management, and 3) overall operations and administrative workflows.

Grants Management Technology

HRiA will undergo a transition to a new online grants management system in 2024.  This position will play an integral role in supporting the transition and migration process for the team, including serving as a key liaison between the new vendor platform and external consultants overseeing the process, as well as liaising with HRiA programs staff who oversee various projects within the grantmaking portfolio.  The position will also play a key role in providing and managing staff training on the new platform.

Finally, the Grants Manager will support the data migration process from past and existing grantmaking initiatives across both biomedical and community health grantmaking departments, including past award records, contacts, and other data.

As HRiA closes out use of its existing grants management systems – currently Blackbaud and Survey Monkey Apply – and once the new system is operationalized, the Manager will be responsible for regular and ongoing technology responsibilities across the continuum of thirteen biomedical science grantmaking programs and COVID Community Grants Program including:

  • Developing new fields and maintaining existing ones for applications and reporting
  • Addressing technical assistance questions and providing ongoing support to applicants relative to technology-related inquiries around applications or report submissions
  • Processing applications with Grants Officers and Project Leads including overseeing due diligence processes (e.g., 501c3 verifications) and documentation in compliance with IRS and other applicable regulations
  • Managing data discrepancies and missing information from applications
  • Curating updated contact lists in grants management system for each grant application release
  • Maintaining and updating grant program webpages via WordPress for program launches
  • Recommending policies and/or procedures for special types of grants

For overall technology maintenance, the Manager will be responsible for:

  • Maintaining distribution lists for grant programs including processing record changes for applicants and awardees
  • Maintaining updated contact information and applicant/awardee records, including historical information, and implementing data cleaning and streamlining steps
  • Pulling data and other analytical information from the grants management system for reporting to clients as well as demonstrating impact across Cluster
  • Providing reports, responses to inquiries, and grants histories as requested

Financial Management

The Manager will play a key role in overseeing financial aspects for current awardees and relative to project budgets and grant agreements.  Responsibilities will include:

  • Processing and monitoring financial reports, budget reallocation requests, and no-cost extensions with Grants Officers and Project Leads
  • Ensuring grant agreement alignment across programs and in consultation with HRiA’s Budget & Contract department
  • Developing and managing financial budget templates for all biomedical sciences grant programs

Overall Operations & Administrative Workflows

Finally, the Manager will serve an integral role in furthering overall operations and establishing administrative workflows that streamline functions within the department.  These include:

  • Creating Standard Operating Procedures (SOPs) for file organizing and integration across systems
  • Updating potential new business contacts and prospective proposals through HRiA’s Insightly platform
  • Providing data from grants management system to support new business development submissions, as well as writing, formatting, designing, and packaging submissions for potential new clients
  • Creating grant files that meet legal, auditing and client requirements

Candidate Qualifications:

  • BS/BA or equivalent with a minimum of five years of experience in a related field such as grants administration, technology and database management, philanthropy, development, biomedical research or community health initiatives
  • Independent, self-starter with a 360-degree orientation (i.e., keen attention to detail as well as a high-level understanding of how parts of a workflow fit into the whole)
  • Process improvement/quality improvement experience with insights around efficient systems and operations enhancements
  • Strong communicator with wide range of staff and partners, from program to finance staff, as well as grantees and applicants
  • Sound judgment with regards to budget and program issues
  • Basic understanding of IRS and foundation-specific regulations
  • Proficiency in Excel and basic understanding of non-profit budgets
  • A commitment to value diversity of thought, backgrounds, and perspectives
  • A commitment to growth and flexibility in approaches to solving problems
  • Experience in online grantmaking database management is required, as well as capability of learning new software including but not limited to Blackbaud and Survey Monkey Apply
  • Strong preference for experience in implementing new policies and/or procedures
  • Ability to manage multiple projects within a deadline-driven environment
  • Ability to work independently and as part of a team
  • Commitment to high-quality work
  • Excellent organizational, critical thinking, and interpersonal skills
  • Experience in client engagement
  • Excellent verbal and written communication skills
  • Proficiency in Microsoft suite, Adobe Acrobat, WordPress, Canva, project management software, and other platforms, with a drive to enhance processes
  • Advanced virtual meeting platform competency (e.g., Zoom, Teams, other)

This description is intended to indicate the kinds of work duties that will be required in this position. It is not intended to limit, or in any way modify, the rights of any supervisor to assign, direct, and contract work of staff under their supervision. The use of a particular illustration describing duties shall not be held to exclude other duties, not mentioned, that are of a similar level or difficulty.

This is a full-time, exempt position, but part-time status may be considered. The full-time salary range for this position starts at $62,000 and is commensurate with experience. Health Resources in Action offers an attractive benefits package including employer-funded medical, dental, vision, disability and life insurance, and employer contributions to a tax-deferred annuity.  Additionally, employees enjoy flexible work schedules and other policies that promote work/life balance, vacation starting at 4 weeks, 13 paid holidays, plus office closure time for the last week of December. This position can be based throughout the United States, with the ability to work remotely or hybrid if in the Boston area.

How to Apply:

HRiA is actively seeking to build a diverse and experienced staff. The organization encourages multiple perspectives and experiences, supports a multicultural environment, and strives to hire and retain a diverse work force that reflects the populations we work with and the communities where we work. Diversity is a core value of HRiA resulting in culturally competent services, materials, resources, and programs. Our hiring and business practices appreciate the strengths offered through diverse backgrounds.

HRiA is an equal opportunity, affirmative action employer and is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, or genetic information.

Resumes and applications will be considered on a rolling basis.  To apply, submit your cover letter and resume online by November 17, 2023.

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