Job Description

Position Summary

We are seeking a highly organized and detail-oriented Grants Manager to support the full lifecycle of competitive grant programs within a philanthropic organization. This role plays a pivotal part in coordinating proposal solicitations, managing multi-stage review processes, overseeing post-award financial and compliance functions, and providing high-level support to scientific advisory committees.

This position requires a strong grasp of grantmaking workflows, comfort with web-based grants management platforms, and the ability to collaborate across departments and with external stakeholders, including research institutions and advisory committees.

Key Responsibilities

Program Coordination – Solicitation & Review

• RFP Oversight : Coordinate launch of calls for proposals across multiple research initiatives; oversee all communications, timelines, and content updates across public-facing platforms.
• Application Processing :
• Organize and manage intake of Letters of Intent (LOIs) and full applications.
• Compile applicant data into cycle-specific tracking sheets and reports.
• Assign proposals to appropriate scientific advisory committees.
• Document & Resource Management :
• Upload and maintain accurate records of program-specific forms, templates, and communications on internal systems.
• Maintain committee rosters and support the creation of review protocols and agendas.
• Reviewer Coordination :
• Collect and track reviewer feedback, grades, and scores.
• Prepare summary documents for committee deliberations and leadership decision-making.
• Archive submitted materials and reviewer commentary for historical reference.

Research Agreement Administration

• Contract Execution :
• Collaborate with legal and program teams to ensure timely negotiation and execution of research agreements with funded institutions.
• Monitor timelines and institutional compliance to ensure readiness at the project start date.
• Agreement Updates :
• Manage redlines and updates to grant agreement templates.
• Coordinate with institutional contacts to finalize modifications or amendments.
• Process Documentation :
• Maintain internal procedure documentation related to agreement development and execution.
• Act as liaison between legal counsel and institutional officers for document exchange and clarification.

Post-Award Financial & Programmatic Support

• Budget Review & Tracking :
• Review proposed project budgets for completeness and compliance with funding guidelines.
• Enter approved budgets into the grant management system.
• Grant Disbursements :
• Validate payment authorization details with program staff.
• Track and initiate disbursements; manage payment records within the system.
• Coordinate with finance departments across international offices to execute wire transfers.
• Monitor cash flow for specific programs to ensure funding availability aligns with payment schedules.
• Network Updates :
• Draft and manage documentation (joinder agreements) for newly added investigators or institutions within an ongoing funded network.

Report Management

• Progress Reporting :
• Coordinate the dissemination of required reporting templates and timelines to awardees.
• Track submission of interim and final progress reports, including special requests such as no-cost extension (NCE) reports.
• Distribute collected reports to internal stakeholders including program and finance leads.
• Maintain archival systems for all received documentation.

Advisory Committee Coordination

Support three primary scientific advisory committees, each dedicated to a strategic area of the research portfolio. Responsibilities include:

• Administrative Management :
• Manage onboarding documentation, including conflict of interest forms and honorarium processing.
• Create meeting agendas, minutes, and logistics plans for virtual (and/or in-person) meetings.
• Design and maintain customized tools to support application review processes.
• Stakeholder Engagement :
• Serve as primary liaison to committee members for all logistics, materials distribution, and inquiries.
• Coordinate committee calendars, distribute review assignments, and collect final evaluations.

Compliance, Data Integrity & Records Management

• Maintain comprehensive digital records of all grant-related activities.
• Update and edit historical grant cycle materials to align with evolving procedures and policies.
• Collaborate with legal and finance staff to ensure institutional eligibility and standing (e.g., tax-exempt verification, compliance checks).
• Ensure accuracy of internal databases, including grantee contact lists, summary documents, and institutional affiliations.

Cross-Program & General Support

• Website Management : Maintain content for the research funding program’s public pages; ensure accuracy of announcements, documents, and committee listings.
• Communication & Liaison :
• Draft correspondence and manage communications with applicants, grantees, and institutional contacts as directed.
• Provide internal support to leadership and program staff by generating ad hoc reports, tracking deliverables, and coordinating cross-team initiatives.
• Cross-Training : Serve as backup support for parallel grant programs across the organization to ensure continuity during absences or peak periods.

Required Qualifications

• Bachelor’s degree required; advanced degree or professional training in nonprofit administration, public health, or grants management a plus.
• At least 3–5 years of relevant experience in grants or program administration, preferably within a foundation, university, or nonprofit setting.
• High proficiency in Microsoft Excel, Word, and Adobe Acrobat; comfort learning new systems and digital tools.
• Strong organizational and time management skills with meticulous attention to detail.
• Ability to manage sensitive and confidential information with discretion.
• Excellent communication and interpersonal skills; ability to collaborate with individuals across cultures, disciplines, and organizational levels.

We are an Equal Opportunity Employer and consider qualified applicants for employment regardless of race, gender, gender identity, gender expression, age, color, religion, disability, veteran status, sexual orientation, or any other protected factor.

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