Grants Specialist

The Grants Specialist for the IRC in San Diego will work with the Development & Communications Manager and Grants Coordinator to maintain post-award grant management and compliance for a diverse portfolio of grants while supporting post-award grant management activities, including post-award amendments, renewals, reporting, grant meetings, donor tracking, sub-award management, and compliance with donor requirements. Reporting to Development & Communications Manager, the Grants Specialist works collaboratively with Program Managers and Supervisors, the Deputy Director of Programs, the Finance team, and the Development team.

Major Responsibilities:

- Post-Award Grant Meetings and Reporting - Lead the scheduling, developing, coordinating, and co-facilitating of grant opening, mid-cycle, and grant closing meetings (including PowerPoint presentations) with the support of the Development & Communications Manager, Grants Coordinator. and programmatic staff; - Develop and ensure the effective maintenance of contract and grant files for each funded program with consistent documentation standards; - Maintain a comprehensive and accurate reporting database, and send out monthly reminders for reports and grant meetings due the following month; - Work closely with Program Managers to ensure timely submission of reports to grantors; - Review and edit reports as needed and document and store all report submissions; - Other related duties as assigned.

Post-Award Tracking

- Build and manage Opportunity Tracking & Implementation System (OTIS) opportunities for all new and amended opportunities; - Ensure IRC commonly used proposal attachments and other key grants files are organized and stored consistently; - Work with the Grants Coordinator and Development & Communications Manager to ensure proposals are tracked with standard IRC tracking tools (e.g., OTIS and Asana platforms), and regularly update the Development & Communications Manager; - Be involved in program design workshops as requested by the Development & Communications Manager for new business development opportunities; - Ensure consistent, accurate, and organized IRC Grants content in shared cloud content folders; - Maintain the office's proposal and reporting calendars; - Support offices to be "audit ready" at all times; support program teams in preparation for announced audits/monitoring from local, state, and federal funders/donors; - Work with relevant teams to support the collection of programmatic data to support critical initiatives and advise and improve proposal development, program quality, program design, and donor reporting; - Other related duties as assigned.

Sub-awards

- Support and lead sub-award processes and compliance activities in alignment with IRC's Partnership Excellence for Equality and Results System (PEERS), including acting as the focal point to support stakeholder analysis, due diligence, developing and implementing partnership agreements, and partnership funding close-out; - Request partner Anti-Terrorism Checks (ATCs) as needed; - Prepare paperwork shared with potential and current partners on what to expect with PEERS. - Other related duties as assigned.

Compliance

- Maintain a broad and deep understanding of donor policies, regulations, and procedures; - In support of quality proposal development, seek to build a deep personal understanding of client needs and program impacts; - In concert with the Development & Communications Manager, Finance team, MEAL Manager, and Deputy Director of Programs, assist Program Managers with understanding the reporting and other compliance requirements on their grants; - Maintain a broad and deep understanding of donor policies, regulations, and procedures; - Act as the compliance focal point by providing guidance and advice on the processing/implementing new and ongoing awards, IRC internal policies, and donor rules and regulations; - Support program managers/supervisors with developing and implementing action plans to address compliance-related findings; - Provide training and support to program or other staff related to program design, donor compliance, partnership and sub-award processes, and IRC regulations; - Other related duties as assigned.

Institutional Memory

- Track donor correspondence; - Track the submission of reports and maintain file copies; - Keep a database of key donor contacts; - Track private foundation grant tracking in Salesforce; - Serve as the local subject focal point for IRC's grant management tools such as PEERS and OTIS; - Other related duties as assigned.

Other Business Development Support

- Be the primary interlocutor for the HQ-based (NYC) San Diego focal points regarding post-award pipeline updates, including amendments, renewals, federal report submissions, and sub-grants; - Assist with award modifications, including budget and scope modifications, extensions, and amendments; - Maintain an updated list of grant contacts, formal partnerships, and informal partnerships (conducting stakeholder analyses as assigned); - Maintain the Proposal Data Bank Project, capturing commonly used and updated data to be used across departments; - Participate in IRC Communities of Practice and other networking and professional development opportunities; - Other related duties as assigned.

Key Working Relationships:

Position Reports to: Development & Communications Manager

Internal Collaboration: IRC San Diego Development & Communications Manager, Grants Coordinator, Program Managers, Finance Director, Development Coordinator, Executive Director, and IRC's HQ Resource Acquisition and Management department

Job Requirements:

Education

- An undergraduate degree with certification or continuing education monitoring and evaluation, compliance, and/or public administration (or comparable work experience) is a strong plus.

Work Experience

- A minimum of two (2) years of professional experience in personnel, fiscal, planning, program evaluation, or related analytical experience is preferred; - Knowledge and experience in monitoring and evaluation, need assessments, and monitoring/audits are preferred.

Demonstrated Skills & Competencies

- Demonstrated ability to promote an organizational culture that reflects IRC's core values of service, accountability, integrity, and equality; - Ability to lead in a way that recognizes that IRC's work is best accomplished through the true collaboration of individuals from many cultures with a great variety of skills and perspectives; - Excellent technical writing, research, communication, and presentation skills; - Familiarity with grant processes of government funding agencies at the federal, state, or county level; - Familiarity with non-profit budgeting is preferred; - Project management experience with demonstrated ability to help teams complete tasks on time and prioritize work within tight deadlines; - Excellent organizational and time management skills with the ability to juggle multiple tasks, set priorities, and effectively manage competing demands; - Ability to be flexible and work well under pressure in a fast-paced team environment; - Self-directed but with strong interpersonal skills and the ability to work well within a team; - Ability to work effectively with partners and colleagues in a cross-cultural, multi-disciplinary environment; - Proficiency in Asana Project Management and Microsoft Office applications: Word, Excel, Outlook, and ability to quickly learn online tools such as Box and other proprietary platforms such as ETO; - Proficiency in written and spoken English.

Working Environment

- Standard office environment, including the current hybrid mode of remote work within San Diego County and required in-office days and some 'field' time within the service delivery area to perform the above-outlined responsibilities. Office working environment is subject to change based on organization/business needs. - May require occasional weekend and/or evening work. - Office hours are scheduled as Monday-Friday, 8:30am-5pm. - Access to a reliable vehicle to travel throughout the service delivery area with a valid driver's license and current insurance is required.

Posted pay ranges apply to US-based candidates. Ranges are based on various factors including the labor market, job type, internal equity, and budget. Exact offers are calibrated by work location, individual candidate experience and skills relative to the defined job requirements.

COVID-19 Vaccination Requirement: In accordance with IRC's duty to provide and maintain a workplace that is free of known hazards and our commitment to safeguard the health of our employees, clients, and communities, IRC requires candidates who are selected for interview to furnish proof of vaccination against COVID-19 to be considered for this position.

Commitment to Diversity and Inclusivity: IRC is committed to building a diverse organization and a climate of inclusivity. We strongly encourage applications from candidates who can demonstrate that they can contribute to this goal.

Equal Opportunity Employer: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, sex, gender, gender expression, sexual orientation, age, marital status, veteran status, or disability status. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.

Benefits: We offer a comprehensive and highly competitive set of benefits. In the US, these include 10 sick days, 10 US holidays, 20-25 paid time off days depending on role and tenure, medical insurance starting at $120 per month, dental starting at $7 per month, and vision starting at $5 per month, FSA for healthcare and commuter costs, a 403b retirement savings plans with immediately vested matching, disability & life insurance, and an Employee Assistance Program which is available to our staff and their families to support counseling and care in times of crisis and mental health struggles.

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