Grants & Contracts Manager

POSITION SUMMARY
The Center for Children & Youth Justice, founded in 2006 by Justice Bobbe J. Bridge (ret.), is committed to reforming Washington's juvenile justice and child welfare systems. CCYJ leads communities, our state, and the nation in empowering children and youth, stabilizing families, and strengthening communities through meaningful and lasting reform. CCYJ identifies gaps in the system, researches, develops innovative and creative solutions, and ensures that policymakers integrate these system improvements into practices and procedures. CCYJ's results are realized into state law, adopted as standing protocols by the courts, schools, and other partners; and they are developed into new interventions for at-risk, abused and/or neglected children and their families. CCYJ has succeeded in driving positive systems change for more than a decade. Following an extensive national search, our Board of Directors appointed our second President and CEO Rachel Sottile in late 2018.
Our passionate staff is deeply committed to the youth for whom we advocate. CCYJ's Grants and Contracts Team is responsible for establishing and carrying out agency policies and procedures for contracting actions, including procurement, and for the management of government grants and compliance. CCYJ seeks a detail oriented and entrepreneurial Grants & Contracts Manager to develop, energize, and drive processes related to grants and contracts administration, compliance, and procurement in a timely manner, consistent with funder requirements, and using a race equity lens. This position energizes processes and collaborates across teams and departments and serves as a liaison and informational hub for internal and external partners and stakeholders. This is a full-time position.
This position will be set up to work in a hybrid setting (combination of home office and in-office) and may be subject to change at any time at the discretion of the CEO/President.
CCYJ'S CULTURE EMBRACES

• We are committed to a diverse, fully self-expressed workforce, representing the communities in which we serve.
• We are committed to examining our own internal structures, policies, and culture, identifying and eliminating those aspects that promulgate racism
• Together we are transparent, accountable, respectful, and self-aware in order to foster belonging and a sense of community.
• We operate with an innovative and leading-edge mindset.
• We are purpose driven and laser sharp in the fulfillment of our mission.
• Our staff embraces a growth mindset; our development is essential to expand and grow our impact for children and youth in WA.
• We produce results, not reasons.
• We (believe) anything is possible.
• We believe everyone has something to contribute.
• We believe everything happens out of your relationship with other people.
• We are grounded in the premise that great ideas can come from anyone at any time.
• We believe people up to big things are going to make big mistakes. We own them, learn from them, and move on.
• We believe transparency is essential to a highly functioning organization.

REPORTING RELATIONSHIP
Reports to: Vice President of Innovation and Impact
SUPERVISION EXERCISED
None at this time.
FLSA STATUS
This position is considered exempt under the Fair Labor Standards Act and is therefore not eligible for overtime pay.
ESSENTIAL FUNCTIONS
The examples of essential functions listed below are intended as illustrations of the types of work that may be performed. The omission of specific statements of duties does not exclude them from the position. Duties and responsibilities are also subject to change by CCYJ as the needs of the organization and requirements of the job shift over time.
General

• Develop and implement systems for monitoring and tracking grants and contracts, including systems for: compiling, developing, and storing necessary compliance documentation; monitoring completion of compliance activities; regularly communicating progress and outcomes; driving internal and external processes; and ensuring the submission of accurate and timely programmatic and financial reports.
• Facilitate timely adherence to funder deadlines such as proposal deadlines, progress report deadlines, and requesting extensions, supplements, or revisions as needed.
• Maintain a current knowledge base by participating in educational or training opportunities, reading relevant publications, and maintaining professional networks.

Pre-Award

• Establish and implement systems for monitoring and tracking the development and renewal of CCYJ's grants and contracts.
• Ensure grant, contract, and subaward agreements are executed and filed in a timely manner, by regularly monitoring the status of agreements and communicating with appropriate internal and external stakeholders and partners.
• Coordinate with the Monitoring & Evaluation Specialist to support the development of programmatic data/metric tracking systems, as needed.

Post-Award

• Host and facilitate grant/contract kick-off meetings to ensure that Program, Finance, and Monitoring & Evaluation Teams are informed of the award and award administration needs, including allocations, allowable expenditures, deadlines, and compliance and reporting requirements and to ensure clarity of roles and responsibilities across teams.
• Facilitate timely adherence to funder requirements such as proposal deadlines, progress report deadlines, and reapplication deadlines and requesting extensions, supplements, or revisions as needed, by maintaining a grants and contracts management calendar. Communicate regularly with Program, Monitoring & Evaluation, and Finance Team members about upcoming deadlines and provide administrative support as needed.
• Drive, coordinate, support, and document grant monitoring activities, including monitoring subrecipients and vendors, ensuring compliance with federal, state, and local fund source requirements and program guidelines.
  • Maintain a subaward/contract monitoring schedule that includes pre-award risk assessments, on-site assessments, and regular desk monitoring.
  • Coordinate and mobilize Program and Finance Teams to complete risk assessment and monitoring activities. Monitoring activities may include evaluating agencies' adherence to state program rules and policies through review of records, verifying the accuracy of monthly billing, and addressing contract related complaints.
• Collaborate with the Finance Team to develop and administer processes for travel reimbursements for external partners, ensuring alignment with funder expectations and federal rules.
• Coordinate with the Program, Monitoring & Evaluation, and Finance Teams to ensure programmatic and financial data outcomes and reporting requirements are provided in a timely manner.
• Ensure CCYJ's timely submission of programmatic and financial progress reports, including extensions and modifications, by supporting and mobilizing Finance and Program Teams.

Training and Technical Assistance

• Coordinate the Program, Monitoring & Evaluation, and Finance Teams to identify and assess the training and technical assistance needs of external partners, develop a training plan, and support the implementation of training and technical assistance activities as needed.

Policies and Procedures

• With support from the Vice President of Innovation and Impact and Finance Team, coordinate the development and implementation of policies and procedures for the administration of the agency's grant and contract procurement and management and grants financial management.
• Conduct ongoing review of existing procedures and support the development of new approaches and efficiencies as needed.
• Create check-lists and process flow documents to operationalize policies and procedures.
• Drive annual policy and procedure reviews and updates.

Record Keeping

• Maintain complete records of all agency grants and contracts, including a filing system for all pre- and post-award grant and contract management. Ensure applicable award documentation (including approvals, amendments, modifications, etc.) as well as any communications with the funder or any other Federal or regulatory office (including prior approvals, change in scope, etc.) are maintained and updated in project files.
• Ensure pre-award and procurement activities are adequately documented.
• Ensure post-award reporting and monitoring is adequately documented.
• Ensure templates and checklists are reviewed and updated annually.

Other

• Other duties as assigned.

QUALIFICATIONS: EXPERIENCE, KNOWLEDGE, SKILLS, AND ABILITIES
Experience and Knowledge

• Experience with contracting, grant management, supply, purchasing, or procurement (typically 4+ years).
• Experience working with federal grant regulations and procedures, including pre-and post-award requirements and cost principles (typically 2 years).
• Knowledge of public health, public affairs, public policy, social work, criminal justice systems, court administration, law, education, positive youth development, or other relevant fields is desirable.
• An understanding of the concepts of institutional and structural racism and bias and their impact on BIPOC communities and organizations.
• Experience working and communicating with a wide range of people from diverse racial, ethnic, and socioeconomic backgrounds.

Skills and Abilities

• Entrepreneurial. Ability to take initiative and work in a collaborative team environment and by elevating questions and seeking opportunities for process improvement. Ability to seek guidance when needed.
• Demonstrated track record in developing, communicating, implementing, and adapting a strategy in a constantly changing environment.
• Ability to maintain a customer service-oriented mindset when finding solutions to problems, establishing collaborative relationships and providing leadership when appropriate.
• Commitment to impeccability, and integrity.
• Highly organized with superb attention to detail and ability to see projects through to completion. Demonstrated ability to juggle multiple demands, establish priorities, and meet firm deadlines on complex projects.
• Ability to keep sensitive information confidential.
• Receptive to accepting feedback, willingness to take ownership of responsibilities, and proactively identify areas of growth.
• Excellent written and verbal communications skills with demonstrated experience communicating across teams and departments to meet shared goals.
• Ability to listen to others and communicate honestly, responsibly and professionally; in writing, verbally, and electronically.
• Technologically savvy and knowledgeable including but not limited to Microsoft Office Suite, Asana and Google apps.

COACHABILITY

• Able to work in a team environment and has the courage to communicate openly and honestly.
• Possess a growth mindset: the willingness to be coached and to develop to increase effectiveness, collaboration, and produce results.
• Adaptable.
• High functioning sense of humor, humility, and emotional intelligence.
• Foster a culture of integrity, service, adaptability, innovation, and responsibility.

PHYSICAL REQUIREMENTS AND WORK ENVIRONMENT

• This position requires manual dexterity sufficient to operate phones, computers, and other office equipment, and the ability to sit and to use a computer for significant periods of time.
• This person must speak clearly using the English language to accurately convey information.
• Generally good working conditions with little or no exposure to extremes in noises, temperature.
• Little or no safety or health hazards.
• Minimal lifting or climbing.
• Work performed in an office setting as applicable determined by activities.

COMPENSATION
Competitive salary commensurate with skills and experience. The starting salary range is $68,000 - $80,000 annually. CCYJ offers a benefits package that includes Medical/Vision/Dental, Ancillary Benefits, Optional Employer Sponsored 401K, Transportation Allowance, Paid Time Off, Sick Leave, Holiday Pay, and Floating Holiday Pay.
TO APPLY
Please submit a cover letter, resume, and contact information on our website:
https://ccyj.org/
are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law. We value a diverse workforce.