Operations & Grants Manager
January 21, 2021
The Heading Home Minnesota Funders Collaborative (HHMFC) consists of 15+ grantmaking foundations coming together under a mission of maximizing philanthropy’s role in preventing and ending homelessness, and a shared vision that everyone in Minnesota has safe, affordable, and stable housing. The Collaborative partners with nonprofits, government, and other members of the community working to advance housing justice across Minnesota.
The HHMFC Executive Director is currently the sole employee of the Collaborative. We are excited to increase our capacity and effectiveness through this newly created position responsible for ensuring smooth and efficient internal operations, grants management, and other administrative functions.
We are seeking a highly organized, detail and deadline-oriented candidate skilled in bringing structure and tight internal processes to organizations and emerging initiatives - while also exhibiting flexibility when the work inevitably requires redirection or adaptation based on external factors or opportunities.
The salary range is $65,000 - $70,000 and includes an excellent employee benefit package. This is a full-time, exempt position and reports to the HHMFC Executive Director. The Greater Minnesota Housing Fund (GMHF) serves as the fiscal sponsor and is the employer of record for Collaborative staff.
Key responsibilities of this role include the following items, along with other duties as assigned.
Operations, Systems and Data Management
- Establish and implement effective and efficient operating policies and processes.
- Work with the Executive Director to support Collaborative meetings, including taking official meeting minutes at membership convenings.
- Develop and maintain a comprehensive calendar for Collaborative meetings, events, project, and grant-related deadlines.
- Oversee business relationships and coordination with vendors and consultants. Draft and route contracts for review and approval and manage billing and invoicing communications.
- Manage technology needs and data systems for the Collaborative, including identifying additional needs and bringing recommendations for improvements.
- Manage and improve filing systems for Collaborative materials.
- Create and manage a customer relationship management system.
- Provide oversight and manage the work of interns, consultants and/or administrative support contractors within the scope of responsibilities of this role.
- Manage group scheduling of meetings.
As a collaborative of grantmaking organizations, we align funding toward key strategic initiatives supporting our mission. Therefore, our grants management work includes both fund development (submitting grant applications from our member organizations) and grantmaking activities (awarding targeted grants to nonprofit partners). This new position would manage the processes and day-to-day coordination of both the fund development and grantmaking work. Issue expertise in housing and homelessness is not required – as generating new, issue-specific content for grant applications and reporting is not an expectation for this position.
- In partnership with fiscal sponsor staff, implement processes and procedures for accurate and timely receipt, recording, and disbursement of funds.
- Prepare materials required for grant applications, reports, and grant acknowledgment letters for both fund development and grantmaking activities.
- Keep an accurate schedule of due dates for proposals, reports, payments, etc. and ensure the timely completion of all grant acknowledgements and grantee reports due to Collaborative funders.
The Collaborative is a small shop with a straight-forward budget. While a candidate with experience in the items below would be ideal, we are open to strong candidates who may be new to these basic financial management processes but are willing and motivated to learn. In short, do not let this category keep you from applying for this job if you are otherwise interested.
- Reconcile monthly statements of financial activity from GMHF with the HHMFC internal budget.
- Ensure accuracy of funds distribution across various initiative accounts.
- Review and approve payment of invoices in a timely manner.
- Assist in the preparation of the annual budget by providing timely financial updates and projections.
Organizational Correspondence and Communication
- Monitor the public facing email inbox and respond to inquiries in a timely manner.
- Assist in gathering and/or creating content for a monthly e-newsletter.
- Format content for the monthly e-newsletter and make occasional minor updates to website (training can be provided).
- Support the Executive Director in creating materials as needed.
Member Engagement and Events Management
- Serve as a point of contact to members of the Collaborative for business items and other internal functions of HHMFC.
- Provide administrative support as needed.
- Support the organizing of virtual or in-person educational programs, including the creation and distribution of meeting announcements, calendar invitations, coordination of speakers, preparation of background materials, and other event-related activities as assigned.
- Supervision of volunteers and interns related to the scope of work of this position.
SKILLS AND EXPERIENCE
- Experience in a similar role managing a diverse range of operational and administrative functions.
- Preference for candidates with experience with philanthropy, nonprofits, or government.
- Experience in staffing activities related to a Board of Directors or similar governance body.
- Familiarity with grant writing, grant management, and/or grant making processes.
- Strong organizational and administrative skills with a meticulous attention to detail.
- Exceptional interpersonal, written, and verbal communications skills.
- Highly focused, able to work independently while managing multiple tasks and projects with competing priorities and deadlines.
- Ability to analyze situations, solve problems, and recommend an appropriate course of action.
- Comprehensive knowledge of basic computer, software, and technology systems is required. Experience with customer relationship management (CRM) systems preferred.
- Candidates with basic financial management skills, experience handling accounts payable/receivable, or a willingness to learn these skills are preferred.
- While some future meetings and events will be held in-person (post-pandemic), this position is permanently remote, and the ability to work virtually on a day-to-day basis is required. A computer and other necessary technology to perform the job will be provided.
STATEMENT ON EQUITY AND INCLUSION
Adapted from our fiscal sponsor: We believe racial equity in housing improves life outcomes of individuals and families in areas of health, employment, educational attainment, income, and intergenerational wealth. We believe equitable access to safe and affordable housing is critical to moving to parity in housing, health, employment, income, and other areas of life.
Please submit a cover letter and resume in a single document to firstname.lastname@example.org. An initial application review process will begin on February 3, 2022. However, applications will continue to be accepted and reviewed until the position has been filled.