Job Description

The Grant Administrator and Operations Manager (Grant Manager) plays a critical role in ensuring compliance, financial oversight, and efficient execution of federal grant programs. This position supports ICC’s role as a primary grant recipient and pass-through entity, overseeing budgeting, reporting, internal stakeholder coordination, and internal grant operations. This position will also support ICC’s role as a subrecipient. The ideal candidate will have experience in federal grant administration, financial management, and project management.

This position is funded through external grants and is contingent upon the availability of continued funding. Employment in this position may be terminated if funding is reduced or discontinued. Contracted position.

Key Responsibilities:

Grant Administration & Compliance:

• Ensure adherence to federal grant regulations and requirements for both ICC and subrecipients.
• Oversee grant-specific budgeting, expense tracking, and financial reporting.
• Prepare and submit financial and performance reports to federal agencies and internal stakeholders.
• Liaise with federal agencies and stakeholders to maintain compliance with policies and procedures.
• Provide technical assistance and compliance support to ICC staff and subrecipients.
• Manage subrecipient monitoring, including invoice reviews and cost allowability assessments.
• Participate in the review of grant opportunities to assess alignment with ICC’s strategic objectives, product and service offerings, and long-term sustainability.
• Conduct pre-award financial risk assessments for subrecipients to ensure fiscal responsibility and compliance with 2 CFR Part 200.

Internal Grant Operations & Financial Management:

• Manage day-to-day grant-related responsibilities to ensure compliant execution of awards.
• Collaborate with program, payroll, development, and finance teams to ensure grant requirements are met.
• Oversee procurement processes, ensuring contracts are structured for compliance and follow all policies in place
• Support programmatic and financial report preparation, including monthly, quarterly, and annual submissions.
• Track grant outcomes, spending, and ensure data quality for monitoring and evaluation.
• Partner with legal counsel to review grant requirements and integrate them into organizational policy.
• Lead preparation and submission of continuation applications and other grant-related documentation.

Financial Oversight & General Ledger (GL) Cleanup:

• Reconcile transactions to ensure expenses align with grant budgets and funding sources.
• Assure proper allocation of expenses and ensure compliance with 2 CFR Part 200.
• Clear outstanding payables/receivables and ensure proper recording of invoices and reimbursements.
• Review accrued payroll and correct as needed to ensure accurate expense classification.
• Develop multi-year financial projections for grant funding, tracking potential funding gaps and ensuring sustainability.
• Oversee cash flow planning for grant-funded activities to maintain financial stability.
• Oversee revenue recognition for grants, ensuring that funds are recorded when eligible expenses are incurred, not when received.
• Ensure timely drawdowns and reimbursements for federal grants to optimize cash flow and avoid lapses in funding.
• Monitor and manage deferred revenue, prepaid expenses, and cost-sharing contributions to ensure accurate financial reporting.

Training & Capacity Building:

• Lead federal grant management training for ICC staff and subrecipients.
• Provide financial compliance training on documentation, audit readiness, and expense tracking.
• Support audit preparation, including Single Audit readiness and Schedule of Expenditures of Federal Awards preparation.

Qualifications & Skills:

• Strong experience in federal grant management, compliance, and financial oversight.
• Knowledge of 2 CFR Part 200, GAAP, GASB, and federal reporting requirements.
• Ability to analyze and summarize government regulations and financial data.
• Excellent communication and stakeholder engagement skills.
• Proficiency in financial management systems, Excel, and grant tracking software.
• Strong organizational skills, attention to detail, and ability to manage multiple priorities.

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