The Organization: Safe Alternatives to Violent Environments (SAVE)’s mission to equip individuals and families with the knowledge to break the cycle of intimate partner abuse and build healthier lives. Located in Fremont, California, SAVE serves individuals from the greater Bay Area and beyond with a range of abuse prevention and intervention service including youth violence prevention, crisis hotline, mental health services, domestic violence safe house and housing programs. SAVE employs approximately 35 people and operates on an annual budget of approximately $3 million. The majority of the organization’s funding comes from the State of California, and the remaining portion consists of smaller local and foundation grants, and donations. The Grants and Compliance Manager contributes to this work by providing a methodical and proactive approach to enhancing funding strategies, identifying and managing the application process for new sources of funding and grants, ensuring sustainable and effective grants programs and an accurate, timely, efficient, and transparent process for the entire grant life cycle, from proposal to close.
The Position: The Grants and Compliance Manager supports SAVE by managing overall grant application efforts, optimizing the grant administration process, supporting the financial stability and growth of SAVE by planning strategies to diversify and increase funding for various projects and priorities, ensuring compliance with grant regulations, educating staff on grants management policies and procedures, and assisting in preparing reports and ensuring timely submission of all required reporting. The Grants and Compliance Manager will also be responsible for ensuring that SAVE is in compliance with legal, regulatory, and programmatic requirements.
A. Identify Funding Opportunities and Manage Grant Submissions
- Collaborate with organizational departments and SAVE leadership to identify activities and programs that require additional funding support.
- Identify funding opportunities, including federal, state, and private grants, to meet organizational needs; research feasibility, SAVE eligibility, and benefit with support of Finance Director.
- Assist the Executive Director and Finance Director to plan diversification of funding strategies including direct and indirect cost allocations, staffing resource needs and impact on overall budget, and proactively identifying data requirements for key performance indicators to demonstrate SAVE’s value for use in enhancing the organization’s ability to secure new and sustain current funding.
- Provide project management to SAVE staff regarding new funding opportunities; organize materials, draft timelines, manage deadlines, and develop proposals with program staff and ensure timely submission.
- Furnish prospective funders with supporting documents.
B. Establish Effective Programs through Supportive Grants Management
- Optimize the grant administration process; support grant documentation integrity, manage timelines and deliverables, lead reporting processes, assist in prior approval requests, and post-award management and records retention.
- Participate in meetings with Grant Project Officers and Grants Management Specialists and other grant-funding agencies to ensure changes needed in the grant administration process are planned and implemented.
- Assist the Finance Director and organizational departments in developing and managing budgets that meet grants management needs, including monitoring funded projects to prevent over-expenditure of funds, ineligible expenditures, and ensure awards are fully expended.
- Assist in the preparation of documentation and materials for site visits and/or audits from state or federal funders and other grant funding agencies.
- Serve as the point of contact for site visits, monitoring and funder audits.
C. Ensure Compliance with Legal, Regulatory, and Programmatic Requirements
- Serve as lead on organizational compliance; develop expertise on organizational compliance issues
- Manage compliance responsibilities for each grant the organization receives; maintain compliance checklists for federal, state, and other grant funding sources; conduct and document new grant audits to ensure SAVE compliance.
a. Assist Finance Director in bridging program and grant compliance with financial compliance by assisting in budgeting, tracking, and reporting effort, receipts, and expenditures for each grant program.
b. Meet with Program Managers to discuss program compliance and related issues.
- Stay abreast of relevant program and public policy changes by subscribing to and reading journals and newsletters, participating in meetings with funders and partners, and attending trainings and webinars.
- Manage contracts, agreements, amendments, MOUs, etc. for grants and all aspects of SAVE’s business, including unrestricted funding, vendors, and any other SAVE business-related needs. This includes reviewing and assisting staff with drafting contracts, ensuring documentation is complete, assisting with contract monitoring, and alerting SAVE points of contact when contracts are renewing or need action.
- Review and document new compliance requirements in light of current practices and work with leadership develop new processes or activities to meet new requirements.
- Work with Executive Director to develop and maintain organizational policies and procedures to ensure compliance with legal, regulatory, and programmatic requirements.
- Produce an annual written report based on audit and risk assessment findings and remediation progress.
- Manage processes that ensure grant compliance including but not limited to procurement, internal exclusion and debarment, contract management, and annual audits
D. Exhibit Teamwork by Supporting Policies, Procedures, and Participation in Staff Activities
- Maintain knowledge of SAVE policies, procedures, and software.
- Participate in SAVE staff meetings including all staff, leadership team meetings, business team, board meetings and external stakeholder meetings as needed.
- Complete SAVE-related forms and activities such as timesheets/activity reporting, leave requests, and travel forms, including travel authorizations, expense reports and documentation within the timeframes set in procedures.
- Provide staff support at SAVE sponsored events, such as the Evening of Empowerment Gala and other public facing events.
- Perform other tasks and duties as identified by the immediate supervisor
Ability to perform the duties described above. A typical means of acquiring those abilities would be: At least three years’ experience in grant development and management in a non-profit setting.
- A Bachelor’s degree in related field
- At least three years of experience with grant and/or contract management and demonstrated ability to interpret federal or state regulatory language and translate into an easily digestible format
- Specific experience with DV/IPV/GBV and Homeless grants (Cal OES, OVW, HUD, CBDG, ESG etc.) preferred
- Knowledge of Federal Financial Grants Management (Uniform Grants Guidance) and accounting practices preferred
- A commitment to the work and mission of SAVE and those it serves.
- A demonstrated ability to manage personally identifiable information (PII) and other confidential business information with integrity and confidentiality
Knowledge, Skills and Abilities:
- Organized with attention to detail.
- Methodical and strategic approach to work.
- Ability to provide a high level of customer service and support with a professional and supportive demeanor.
- Ability to manage several projects concurrently with varying timelines and adapt to changes in project requirements and/or the work environment.
- Ability to work collaboratively within a team.
- Ability to communicate and work effectively with other staff, community partners, contractors and vendors.
- Proficient computer skills, particularly with software in Microsoft Office, including Word, Excel and PowerPoint.
- Able to quickly and easily learn new technology solutions to apply to grant applications and grants management.
COVID-19 Vaccination Policy: By October 31, 2021, SAVE expects all eligible employees, interns and on-site volunteers to either (a) establish that they have been fully vaccinated; or (b) obtain an approved exemption as an accommodation.
Applicants with Disabilities: Reasonable accommodation 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.
PHYSICAL DEMANDS: The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals to perform the essential functions.
While performing the duties of this job, the employee is occasionally required to remain in a stationary position; move, traverse; sit; operate, activate, use, prepare, and position; perform repetitive motion, data entry; ascend/descend, work atop, traverse; position self (to), move; communicate, detect, discern, convey, and express oneself, exchange information; understand and distinguish speech and/or other sounds. The employee must occasionally move, transport, position, put/remove, or install up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. While performing the duties of this job, the employee is exposed to the weather conditions prevalent at the time. The noise level in the work environment is usually moderate.
Equal Employment Opportunity: As an equal opportunity employer, SAVE supports equal opportunity for employment and advancement free of race, color, religious creed, ancestry, national origin, age, sex (includes sexual harassment) pregnancy (childbirth or related medical conditions), marital status, sexual orientation, medical condition (cancer and genetic characteristics), mental or physical disability (includes HIV and AIDS), political affiliation/opinion, Veteran's status, or request for family medical leave. SAVE is committed to ensuring that the work environment of SAVE employees are free from discrimination, harassment, and retaliation.
Application Process: All applicants should submit a resume and cover letter. This position will remain opened until filled.