Grants Manager

ABOUT THE RLD FOUNDATION

The Richard L. Duchossois Foundation (RLDF) was founded in 2017 and launched formal operations in 2023.  The Foundation is committed to addressing seemingly intractable social problems with imagination and passion. We strive to improve the lives of families and veterans, and to cultivate entrepreneurs through data driven and collaborative approaches to funding. 

We seek to practice philanthropy with rigor and from a place of listening, and strive to be a learning organization – to always seek greater understanding of our funding priorities. While our home and our priority is the Chicago region, we may consider national efforts that are aligned with our mission, values and goals.

POSITION SUMMARY

The grants manager is responsible for the management of all grant-making administration for the Richard L. Duchossois Foundation. This process includes full oversight of all grants management technology systems, creating applications and their processes, shepherding grants from proposal, to payment or declination, and closure.  As the foundation is newly formed, the Grants Manager will initially work to stand up many of the foundation’s grantmaking fundamental grantmaking practices as well as implementing a grantmaking technology system.

The Grants Manager partners closely with Program, Data Strategies & Insights, and Finance teams to ensure the quality, timeliness, and consistency of all aspects of grants management and grant-related data.  To be effective in this position, the grants manager will work collaboratively across multiple internal and external constituents, demonstrating a deep understanding of the needs of applicants, grantees, RLD leadership and other stakeholders and ensuring that those perspectives are incorporated in the grant-making process.

While multiple parties may participate in the execution and oversight of the grants, the grants manager has accountability for actively managing execution of the grants processes in terms of proper review, approval, completeness, accuracy and timeliness, monitoring compliance with external rules and regulations, assessing adherence to donor intent when considering grant funding sources and ensuring accuracy on all grant reporting.

The grants manager is accountable for the accuracy of all grant data reported internally or externally for the Foundation and its supporting organizations.

PRIMARY DUTIES AND RESPONSIBILITIES 

• Design, implement and continuously improve the foundation’s grants management systems, processes, resources, and capabilities for greater efficiency and efficacy, including ensuring staff training, adoption, and adherence.
• Lead the Foundation’s full quarterly and annual grantmaking lifecycles including proper authorization, award management, funding, timely payment of grants, and reporting.
• Proactively plan, design, and conduct training for all staff and board to support shared understanding of the foundation’s grantmaking policies, processes, and systems across the Foundation.
• Support the foundation leadership and program teams on quarterly grant cycles – produce and assemble materials, compile grant slates and presentations for Board books; and ensure grant-related follow up with external stakeholders.
• Develop and maintain grantmaking tools and guides, e.g., proposal guidelines, policy documents, and grant memos/summaries templates.
• Serve as the primary interface for grantee inquiries about the grants process – including application, approval, grant agreement execution, payments, financial and narrative reporting.
• Manage, maintain and deliver grant-related reporting for both internal and external constituencies.
• Review organization and grant records for completeness prior to final approval, including contacts, coding, payments, reporting requirements, as needed.
• Review grant awards to confirm compliance with IRS regulations and Foundation requirements.
• Prepare, send, and track award letters and/or grant agreements.
• Partner with the CFO and external accounting firm to process and track grant payments.
• Train foundation staff and grantees on foundation policies and processes/workflows.
• Serve as an expert resource on industry grantmaking best practices and legal requirements.

• With the Executive Director and CFO, ensure compliance with relevant tax laws governing the Foundation’s grants and source of funding.
• Remain up to date on foundation and nonprofit best practices, grant-making guidelines and regulations, and manage and recommend changes for new and existing grant-making policies, including the incorporation of new tax and charitable contribution laws. 

• Manage the selection, configuration, implementation, maintenance, and staff-wide adoption and utilization of a grants management software system to address evolving institutional needs, and maintain data integrity of all grants management system records.
• Ensure seamless integration of grants management technology systems with the foundation’s accounting, CRM, and data management systems.
• Evaluate existing and evolving technologies and trends in the grant-making field and make recommendations for improvement.
• Maintain and provide data for internal operational purposes, e.g., regular payment releases and cash flow reporting, program budgeting, board books, website grants listing, 990-PF schedules, annual audit
• Coordinate and conduct functionality testing of system upgrades and updated configurations; track and resolve system issues with grants management technology vendor.
• Ensure and evaluate the integrity of grants-related data and systems, and systems records.
• Develop ideas for policies and practices and demonstrate efforts to improve and streamline grantmaking operations.
• Troubleshoot issues, work with, and serve as liaison with grantees; serve as point of contact for contract management.
• Maintain adaptability and flexibility as the grants management function evolves.

• With the Director of Data Strategies and Insights:

• Train staff and grantees on the foundation’s grants management technology system and keep the team updated on new functionalities;
• Setup and maintain user roles, security settings, and profiles, including provisioning user accounts;
• Serve as primary point of contact for technical support for all users, including providing technical assistance to applicant and grantee partners throughout the complete grantmaking process;
• Oversee data management and data quality, including regularly reviewing available and applied system codes, tags, and definitions, and conduct periodic organization and contact de-duping;
• Manage the vendor relationship and oversee contract renewals and licenses;
• Undertake analysis of grants data, and design and produce reports/dashboards for presentation of grant information, e.g., reports for program teams or executive leadership

• With the Director of Executive Operations, oversee the execution and coordination of the day-to-day grants processing, workflow and staff capacity as needed.
• With the Director of Data Strategies & Insights design and enhance grant data collection and reporting.
• With the Director of Data Strategies Insights, conduct analysis and share learnings and insights with staff and Trustees to help illuminate the foundation’s work.
• Work closely with the CFO to ensure the highest level of satisfaction with the grant-making process to ensure philanthropic intent.
• Work closely with Program Director team to identify and allocate budgets for the Foundation’s grant-making programs.
• Assist Director of Executive Operations as well as senior management in various assignments as needed.
• Work in tandem with the finance and operations team to deliver superior service to internal and external constituencies.
• Other duties as assigned. 

• Requires bachelor’s degree or equivalent experience in a field related to the nonprofit sector.
• Minimum five years of relevant experience in a grants management-related role preferred.
• Knowledge of federal, state and local government laws and regulations regarding grant agreements and administration, including tax laws governing charitable contributions.
• Deep understanding of grants management policies, processes, and systems that have been gained through experience working at a grantmaking organization.
• Advanced proficiency using and managing a modern grants management system such as Fluxx, GivingData, Temelio, or similar.
• Ability to design and deliver effective individual and group training sessions and materials.
• Superior analytical and data management skills, with demonstrated attention to detail, accuracy, and high-quality work.
• Fund accounting experience preferred.
• Ability to implement grantmaking policies and processes.
• Strong computer skills and experience; experience with databases and CRM software a plus.
• Experience in a position requiring knowledge of grantmaking rules and regulations and private foundation policy is preferred.

• Demonstrated ability to work as part of a team and with people who hold diverse perspectives.
• Personal and professional commitment to justice, equity, diversity, and inclusion is evident in how they think, act, and contribute to a team.
• Highly developed emotional intelligence and demonstrated ability to use interpersonal skills and political acumen in respectful and collaborative ways.
• Flexibility, commitment to teamwork, curiosity, and a sense of humor.
• A visionary who proactively plans with imagination and foresight.
• Capacity to work amicably in a small office with high volume of work, as well as a deep sense of responsibility and accountability.
• Ability to make decisions, justify recommendations and be responsible and clear with stakeholders.
• A record of recognizing and acting on opportunities to continuously improve.
• Experience working directly with teams and managing multiple stakeholders. High degree of professional ethics and integrity.
• Ability to work autonomously.

LOCATION

RLDF will be establishing offices in Chicago’s Loop or adjacent. Occasional travel outside of Chicago may be expected and may include participation in professional conferences.

 Please note RLDF will maintain a hybrid work environment where employees are expected to work in the office three days a week.

EQUAL OPPORTUNITY EMPLOYMENT

RLDF is an Equal Opportunity Employer and strives to recruit and retain highly competent individuals for its staff. It is RLDF’s policy to recognize the potential of each employee without regard to race, color, religion, sexual orientation, national origin, sex, pregnancy, childbirth or related medical conditions, age, marital status or family, or socio-economic backgrounds.  This policy shall apply to all phases of the employment relationship.  All applicants will be evaluated on a merit basis.

BACKGROUND CHECKS

RLDF will conduct background checks prior to all hires.

WORKING AT RLDF

Working at RLDF means becoming part of a talented team of passionate people who value inclusivity and innovation, and are dedicated to RLDF’s mission and values. Candidates who possess flexibility, maturity, vision, personal fortitude, and a sense of humor will find it a pleasure to work here.

PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job:

Ability to sit at a computer terminal for long periods of time, Ability to be physically in attendance at workstation at designated company office location during normal business hours designated for the position.

While performing the duties of this job, the employee is regularly required to talk, hear, handle, and feel.