Grants and Data Manager
Community Foundation for Monterey County
2354 Garden Road
Job Purpose: The primary roles of the Grants and Data Manager include serving as the lead administrator and record keeper of all Community Foundation for Monterey County’s (CFMC) grantmaking functions, overseeing the design and maintenance of CFMC’s file and database systems, and being the lead resource for data reports and analysis. The Grants and Data Manager reports to the Vice President of Grants and Programs and works closely with the Director of Grantmaking. This position directly manages the interdepartmental grants payment processes and works with CFMC staff to provide database support and training.
Primary Duties and Responsibilities:
- Manage all recurrent Foundation grant transactions, including determining payout per fund agreements, preparing recommendations for staff and board approval, and serving as the lead for preparing grant batches for processing payments.
- Prepare grant allocations in collaboration with Finance, Grants and Programs and Philanthropic Services departments, adhering to fund-based restrictions and adjustments as needs change.
- Prepare all grant check requests for Finance, including fund holder recommendations, all grantmaking programs, and designated-purpose fund payments.
- Oversee the accuracy and completion of donor advised and designated fund grant letters and any follow-ups.
- Assist with data entry and payouts for scholarships.
- Track, monitor and oversee multi-year and conditional grants.
- Receive and track grant requests from donor advised funds
- Conduct due diligence on donor advised grants and ensure legal compliance and approval levels
- Implement communication with the CFMC’s online donor platform to ensure accurate proposal creation.
- Coordinate joint (Grants and Programs/Philanthropic Services) programs such as: Giving Together, Monterey County Gives!, and other programs.
- Manage agency payout grants.
- Manage affiliate fund grants.
- Along with Philanthropic Services staff, serve as a contact as needed for fund holders to answer questions about their funds and the Foundation’s work in general
Data Systems Management
- Oversee the design, maintenance and updates of Foundation electronic record-keeping conventions and procedures to maximize departmental efficiency; adapt as organizational structure changes.
- Oversee the design, maintenance and updates of the CFMC’s database platform(s) and coding parameters to best support the needs of the Foundation.
- Document and ensure adherence to donor’s designations and intent for each fund so designated.
- Provide appropriate training and documentation.
- Participates on CFMC technology team.
Foundation Information Management
- Provide Finance with reports and research in support of the annual audit and other needs, including ad hoc and/or other reports for CFMC needs.
- Provide grants and data analysis and reports for CFMC board meetings, annual reports, Grants & Programs Committee meetings, donor advisors, and other reports as needed.
- Coordinate information with other CFMC departments as needed to ensure accuracy.
- Ensure that important and pertinent information is properly disseminated to the staff.
- Provide training and assistance with Foundation database(s), platforms, modules and procedures as needed by staff.
- Accept other duties and responsibilities as assigned by the Vice President of Grants and Programs or the Vice President of Philanthropic Services.
- Advanced computer technology including Word, Excel, PowerPoint and database management.
- A demonstrated commitment to the community and a desire to assist nonprofit organizations, donors and other Foundation constituents.
- High level of customer service.
- Team oriented with an ability to work cooperatively and effectively with colleagues.
- Ability to organize, prioritize and manage multiple projects simultaneously and work independently.
- Ability to plan workload and maximize resources.
- Excellent verbal and written communication skills. Strong analytic, interpersonal and networking skills. Ability to interact with grant seekers, board members, donors, fundholders, prospects and Foundation staff from diverse backgrounds.
- Knowledge of nonprofit programs and management, grantmaking principles and practices.
- A Bachelor’s degree strongly preferred; some advanced course work in a related field preferred.
- Bilingual (English/Spanish) preferred.
- Must have a valid California driver's license, a reliable motor vehicle and proof of valid auto insurance as required by law, community engagement and meetings.
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