Grants & Contracts Manager

About Us

At Housing Families, we are working to achieve housing equity and wellbeing for all. We partner with communities, families, and individuals to ensure housing stability by offering tailored services including temporary and permanent housing, food assistance, counseling and therapy, legal services, and youth programs.

With Housing Families’ continued growth, we now offer services in Malden, Everett, Revere, Chelsea, and Medford, where, since our inception in 1986, we’ve strengthened housing security for over 2,400 families and individuals.

We are looking for those who share in this vision and for skilled, compassionate individuals who share in our agency values of Respect, Caring, Integrity, Growth, and Team Work:

• Respect – We treat people with dignity.
• Caring – We show compassion and act thoughtfully.
• Integrity – We adhere to high standards.
• Growth – We foster innovation and continuous development.
• Team Work – We collaborate and celebrate.

Role Purpose & Responsibilities

Purpose

The Grants and Contracts Manager will manage grants and contracts throughout their life cycle and ensure proper due diligence for all grants and contracts. The manager will monitor grant and contract budgets, reporting dates, compliance with, and renewal dates of Housing Families’ municipal, state, and federal contracts along with maintaining and building our foundation grants portfolio. The manager will work with the finance team, and Program Directors and supervisors to assure that grants and contracts are meeting their goals, deadlines, and budget requirements. The Grants and Contracts Manager will, manage overall grant efforts, ensure compliance with grant regulations, review grant proposals, manage grant databases, educate staff on grant and contract expectations, and assist with financial reporting and budget oversight.

Responsibilities

• Collaborate with senior management in proposal, startup, monitoring and close out of all grant and contract-funded programs.
• Assist with preparation of grant and contract budgets, annual budgets, spending plans, budget modifications, sub-grantee contractual agreements and amendments.
• Coordinate with program directors to create fastidious and timely reports as designated by requirements of the grant or contract.
• Address post-award issues, including requests to re-budget or to obtain no cost extensions and manage follow up with funding agency.
• Liaise with fundraising, operations and program staff to effectively track grant and contract activity in order to spend down grants in accordance with funding source guidelines.
• Support Finance team in managing and reviewing all funder required financial reporting and supporting schedules per award agreements; Monitor receivables and pursue unpaid billings.
• Working in tandem with Finance, ensure billings for cost-reimbursement contracts are submitted in a timely manner, and monitor the projected spending on contracts to achieve full utilization.
• Monitor all contracts and grants deadlines and conditions to ensure timelines are kept and all relevant payments or information has been met.
• Work closely with Finance and all relevant involved teams to ensure contracts and grants are in compliance.
• Quarterly review of contract budgets to actuals with Program Directors
• Keep all proposal files, database and compliance records current.
• Work with program directors and finance to ensure that renewals and continuation proposals are prepared and submitted on time. Prepare and submit requests for supplemental funding.
• Work with grant writer to determine funding needs.
• Comply with all grant reporting as required by funders.
• Maintain current records in database and in paper files, including contract tracking and reporting.
• Manage workflow process for all contracts, ensuring impeccable timeliness and accuracy of all relevant data fields.
• Implement and maintain new grants management and donor portal software; master and manage software to meet requirements and ensure data integrity, ensure program managers and supervisors and other relevant staff are properly trained.
• Develop, maintain, and ensure proper grants management procedures are in place and consistently followed, including but not limited to due diligence procedures, grant reporting, award letters, grant agreements, and procedures to ensure availability of funds.
• Oversee nonstandard grant transactions and anomalies related to grantmaking.
• Coordinate and collaborate with other internal teams, including the finance, programs, and operational/facilities departments.
• Be the primary contact for contract and grantee relations.
• Review grant reports, and grantee award letters
• Oversee and ensure all multi-year grants are entered and tracked appropriately.
• Oversee grant reporting and analysis.
• Carries out any additional assignments required to fulfill HFI’s mission.

Competencies

We believe that to be successful in this position, it is crucial that the candidate can honestly assess their strengths and determine that they include:

• An understanding of low-income populations,
• Knowledge of relevant human services programs and government contracts,
• Good verbal and written communication skills, as well as mathematical abilities
• Ability to prepare statistical reports on various aspects of program-related activity.
• Ability to collect and distribute information to staff members.

Qualifications/Requirements

Qualifications

• Ability to work both under supervision and independently, with professionalism and discretion.
• Attention to detail with the ability to be flexible and remain positive.
• Knowledge of relevant human services programs and funding of these programs, especially surrounding government contracts.
• Open to feedback with a desire and ability to learn and grow.
• Strong verbal and written communication.
• Ability to remain calm and responsive; to self-regulate.
• Possess critical thinking, analytical, problem solving, and negotiating skills.
• Ability to practice clear role boundaries and refer questions and concerns outside job scope to appropriate staff.
• Knowledge of fundraising information sources.
• Strong contributor in team environments.
• Ability to understand the needs of both the agency in need of funding and the organization that is offering the grant money.
• Great organizational skills.
• Being able to understand and execute complex instructions.
• Outstanding computer skills, including use of Microsoft Excel.
• Experience working in deadline-driven environments.
• Able to work well in a team environment, handle multiple assignments and meet deadlines.
• Able to monitor budgetary goals.
• Bachelor’s degree or equivalent experience in a relevant field
• Mathematical literacy and mastery of basic accounting concepts
• Strong skills managing processes, and timelines.
• Proven ability to track and manage several projects and processes simultaneously.
• Highly effective oral and written communicator with the ability to adapt to a wide range of communication styles.
• High level of demonstrated accuracy.
• Exceptionally motivated, organized and detail-oriented; team player with a willingness to help where required.

Eligibility Requirements

• Working knowledge of the impact of trauma and homelessness is preferred.

• Must be willing to work in Malden, MA, and surrounding areas.
• Must have unrestricted work authorization to work in the United States
• Must have reliable transportation.

Physical Requirements

• Must be able to lift up to 30 pounds at a time walking up and down flights of stairs
• Must be able to sit for prolonged periods of time at a desk while working on a computer

Applications/Compensation

• Compensation/Hours: M-F 9a-5p, exempt salary of $75k-85k/annually
• Benefits: Eligible for full benefits including Health Insurance, Dental Insurance, 403B Retirement Plan, Paid Time Off, Tuition Reimbursement
• Please send a cover letter and resume to: HR@housingfamilies.org
• Please include “Grants and Contracts Manager” in the subject line.