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Grants and Scholarship Manager

East Bay Community Foundation
California, United States
$77,000.00 - $85,000.00
Closing date
Nov 5, 2021

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Position Type
Programs, Grant Administration, Grant Making
Community Foundations
Employment Type
Full Time
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Position Summary

The EBCF Grants & Scholarship Manager leads the efficient execution of the grant-making process, ensuring compliance with internal policies, laws and tax rules throughout the grantmaking process. Of equal importance, the Grants & Scholarship Manager will lead EBCF in grantmaking best practices, initiating and driving projects to improve processes across departments, while implementing and utilizing technology and tools for reporting.  The position requires a deep knowledge of compliance-related materials, processes and procedures in the field of grantmaking.


The Grants & Scholarship Manager reports to the Director of Grants Management & Scholarships and is an integral part of the Finance Department.


Essential Duties and Responsibilities:


  • Leads the grantmaking process from recommendation through grant award and reporting by communicating with client relationship managers (CRMs), donors and grantees;
  • Establishes grant priorities for due diligence based on risk, mission and values, donor recommendations, and grant complexity;
  • Oversees grant evaluation and reporting process;
  • Communicates with domestic grantees to gather information and ensure compliance with IRS rules and regulations and EBCF policies for domestic Expenditure Responsibility grants;
  • Works with third-party consultant to manage occasional international grants;
  • Collects and reviews banking information on grantees in coordination with Finance staff;
  • Develops and coordinates periodic audits of electronic grant files to ensure high quality and consistency of adherence to compliance policies and procedures, as well as final file review;
  • Develops and maintains best practices for grantmaking by designing work-flow processes to facilitate grants administration;
  • Undertakes operational improvement initiatives, special assignments, and research projects identified by the Director of Grants Management & Scholarships;
  • Represents the Foundation as a compliance leader in the philanthropic field (e.g., Grants Managers Network affinity group);
  • Builds and maintains strong partnerships with all team members and maintains regular working relationships with other departments and entities across EBCF; and
  • Protects information of a sensitive and confidential nature.


Compliance – Program Advisory

  • Partners with program staff to clarify understanding of grant project activities, explain compliance policies, analyze facts, and draw conclusions on recommended next steps; and
  • Reviews post-award grant materials to ensure compliance with Foundation and IRS rules and regulations.


Tracking and Reporting

  • Coordinates processes for post-award grant tracking and reporting requirements;
  • Follows up on reporting issues with grantees and informs CRMs and fund reps as appropriate;
  • Graphically represents data and concepts through the use of Excel, PowerPoint and other business tools; and
  • Generates and distributes reports to staff, Board meetings, team meetings, site visits, donor meetings and grantee meetings as needed.

Scholarship Management

  • Leads all compliance and administration facets of new and existing scholarship funds;
  • Maintains deep knowledge of federal scholarship regulations and industry best practices;
  • Partners with Development staff to field inquiries about new scholarship funds, from initial inquiry by interested donors to signing of fund agreement;
  • Serves as lead administrator for multiple scholarship funds with larger awards or more complicated administration;
  • Manages online application portal and supports other designated staff administrators;
  • Collaborates with Director of DSAS and CFO on scholarship fund fees;
  • Collaborates with Communications staff to update public materials.


Business Tools

  • Grants Management software –Blackbaud FIMS, DonorCentral; DocuSign;
  • Microsoft Suite including – Excel, Word, PowerPoint, Outlook;
  • SurveyMonkey Apply—online application platform for grants and scholarships;
  • Zoom, Google docs, Slack


Candidate will possess:

  • Ability to approach each day with curiosity, humor, integrity, humility, compassion and optimism;
  • A commitment to learning, accountability, and the team;
  • High-level compliance knowledge in both grants & scholarships;
  • Knowledge of community foundations, private foundations and non-profit agencies;
  • Ability to work well under pressure with frequent interruptions, to prioritize changing workloads in order to meet tight deadlines, and to work both independently and as a member of a team;
  • High level of comfort with ambiguity and the strong ability to work collaboratively toward solutions using excellent judgment;
  • Strong written and verbal communication skills, including the ability to work well by telephone and email;
  • Exceptional attention to detail with ability to link work with the Foundation’s goals and objectives;
  • Excellent interpersonal skills and ability to establish and maintain effective and respectful working relationships;
  • Ability to travel approximately 5% of the time.
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