Grants and Contracts Manager

Democracy At Work Institute | Oakland, California

Background

Democracy at Work Institute is a 501(c)(3) nonprofit movement-based think-and-do tank that expands the promise of cooperative business ownership to communities most directly affected by economic, social, and racial inequality. We do research and advocacy; we develop tools and new models; we train worker-owners and developers; and we build cooperative development capacity to ensure that further growth in the worker cooperative movement reaches low-income people, people of color and recent immigrants. In all our work, as well as internal operations, we strive to embody our organizational values of Excellence, Equity, Entrepreneurialism, Collaboration, and Human-Centeredness. We are affiliated with the US Federation of Worker Cooperatives, the national grassroots membership organization. All programs integrate USFWC member input and foreground the experience of worker cooperatives.

Started in 2013, DAWI is a relatively young organization, and all staffers are expected to help build organizational capacity, including organizational processes and documents. We love our work, and we work hard, but we also strive for work-life balance. We are a small team with extremely low staff turnover. Full-time staff are eligible for membership in the organization after 6 months of employment. Members are eligible to serve on the board of directors, elect two directors, and participate in the strategic guidance of the organization. 

We are a remote organization with physical offices in Oakland and New York. This allows us to have staff all over the country, and to create flexible working hours and locations. It can also be challenging for developing systems, getting buy-in for their use, and maintaining consistency of practice —a key part of this job. All staff are expected to be able and willing to learn and help improve the technological tools for remote working. A certain amount of travel for all staffers is expected and supported. For this position, we prefer someone who can work out of our Oakland office, but we will consider strong candidates from all locations. 

Job Summary

The Grants and Contracts Manager is responsible for effectively managing DAWI’s government and private funds, including sub-agreements with community organizations and consultants to carry out the organizational goal of supporting the expansion of employee-owned businesses throughout the country. DAWI currently manages an annual budget of around $2 million, with revenue from federal and local government grants, private foundation grants, and fee-for-service contracts. The Grants and Contracts Manager is responsible for ensuring that these grants and contracts are administered properly, and in this capacity oversees compliance and program planning/reporting for these contracts. 

This position will work closely with the Executive Director, who currently handles the bulk of fund development, and with our Leadership Team, to support additional fundraising. See below for detail. This is a new position in a maturing organization, and it is key to our sustainability as we grow. We are a high-functioning, close-knit staff with strong overall engagement in fundraising and contracting, and we want to work with a skilled and reliable colleague. This position has potential to grow as the organization grows.

Responsibilities

  • Manage Existing Grants and Contracts (40%) 

    • Manage all grants and contracts for our organizational portfolio of local and national programs.

    • Prepare contracts, subcontracts and amendments to existing contracts with nonprofit partners and consultants. Provide training and technical assistance to subcontractors and selected staff to help them more effectively manage their contracts. 

    • Manage all subcontracts, including ensuring partners fulfill reporting requirements, invoicing and payment, quality control and evaluation. 

    • Communicate regularly and coordinate closely with program and operations staff and management to ensure all application and reporting materials are ready when needed, and to resolve open issues relating to the monitoring of grants, deliverables, invoices, etc.

    • Maintain tracking systems for grant and contract budgets, and work with accounting staff to ensure timely and accurate reporting on a regular basis. 

    • Monitor key performance indicators and metrics. Interface with program staff on timely reporting requirements.



  • Support Grant Reporting (30%) 

    • Track grant reporting deadlines and work with ED to prepare grant reports. 

    • Develop and sustain project flows and timelines related to grant reporting.

    • Work with Metrics and Impact Analyst to help maintain current, clean data and deliverables tracking. Manage and perform routine contract and grant-related data entry and data cleaning.

    • Support the collection of metrics and evaluations for annual reporting.



  • Systems Development  (10%) 

    • Work with the ED to assess the organization’s systems needs. Continually synthesize fragmented para-systems.

    • Develop and maintain active tracking systems for new funder relationships, building a pipeline through staff relationships, lists and automated announcements, and continuous research and scanning.

    • Develop and refine grants and contract management systems, document all processes, and maintain updated and accessible documents in electronic/cloud and physical files. 

    • Support development and implementation projects to improve organization-wide practices related to award administration.

    • Assist with tracking and reviewing compliance documentation as needed.

    • Provide ongoing technical assistance and training, in collaboration with supervisors and colleagues, to DAWI programs in federal contract requirements and strategic administration of government funding.


  •  Support Fundraising (10%) 

    • Work closely with ED to prepare and submit letters of inquiry, concept papers, and grant proposals. 

    • Support prospecting for (1) New private funders: maintain a tracking system, monitor opportunities, and work with DAWI staff to advance relationships, (2) Federal grants and contracts, including but not limited to the major agencies with whom we work (USDA, Small Business Administration, USAID): monitor and act on opportunities to submit proposals, and (3) Local grants and contracts in cities and regions where we have a presence.
  • Participate in staff and organizational development (10%)

    • Plan, develop and implement or participate in assigned projects with program and/or institutional impacts.

    • Participate in staff meetings and professional development activities. As desired, participate in membership-level management and governance of the organization. 


Qualifications

We are looking for an organized person with strong writing skills, excellent proactive communication habits, and experience developing and supporting systems, closing loops, and organizing information. 

Required:

  • Minimum 3 years work-related experience in grants administration and/or development support.

  • Grant writing and reporting experience. 

  • Strong organizational and time management skills, with proven ability to work independently and manage multiple tasks and priorities in a fast-paced environment.

  • 100% follow-through on deadlines: you establish realistic deadlines and meet them consistently.   

  • Excellent written and oral communication skills.

  • Strong analytical and problem-solving skills. You can identify gaps and implement effective systems and improvements. 

  • Unflinching attention to detail.

  • Advanced skills with basic office tools: Microsoft Office Suite, GSuite, online project management systems, remote file systems, online/remote meeting tools, and online research required. Facility with spreadsheets is required. 

  • A good decision-maker, with proven success at making timely decisions that keep the organization moving forward.


Preferred:

  • Knowledge of government fund management and regulations and/or previous experience sub-granting to community organizations and consultants is strongly preferred.

  • Database, data entry and data management experience (CiviCRM is a plus but we can teach you if you know databases generally).

  • Some knowledge of nonprofit accounting is preferred.

  • Experience working remotely is preferred.

  • Passion for community economic development, social justice, racial equity, small business, and/or labor organizing; willingness to build familiarity with employee ownership and worker cooperatives.

  • We value emotional intelligence, kindness, and sense of humor. Diplomacy, judgment, and discretion are important in this position.  

  • Action-oriented and eager to embrace new opportunities and tough challenges with a sense of urgency, high energy, and enthusiasm.


Compensation

$60,000-75,000 depending on experience. DAWI offers full health benefits coverage for employees, including dental and vision; participation in a 401(k) plan; a generous time-off policy; and a professional development budget.

How to Apply

Email a cover letter, resume, and two references to hiring@institute.coop. Cover letters should be addressed to the Hiring Committee and include a 2-3 paragraph statement of interest describing how your skills and experiences qualify you for the position. Include the subject line “Application for Grants and Contracts Manager position.” All materials should be submitted in PDF format.

The position is open until filled.

Democracy At Work Institute

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Organization: Nonprofit organizations