Director of Grants Management and Fiscal Operations

Adcare Educational Institute - Worcester, MA

Full-time - Senior

Worcester, MA

About the position

The Director of Grants Management and Fiscal Operations at Adcare Educational Institute Inc. is a pivotal role that oversees all contracts and grants, as well as the accounting operations of the organization. Reporting directly to the Executive Director, this position is responsible for ensuring the integrity of financial reports and audit activities. The Director will serve as a key advisor on financial matters, including cash flow management, revenue and expense tracking, grant and contract activity, and budgeting processes. This role is essential in maintaining compliance with state and federal funding regulations, as well as GAAP standards. In the realm of Grants Management, which constitutes 70% to 80% of the Director's time, the individual will take ownership of the entire grants management process. This includes providing support and training to finance and coordination staff who are directly involved with various grants and contracts. The Director will lead the execution of both short- and long-term strategies for grants management, fostering strong relationships across programs to effectively implement grantmaking strategies that align with the Institute's mission. A centralized approach to contracting systems, policies, and processes will be directed by the Director to ensure compliance with grant terms and conditions. The Director will also be responsible for designing and managing the overall grant workflow, which encompasses the full grant lifecycle from pipeline management to reporting. This includes evaluating opportunities for workflow improvement and enhancing user training on systems and processes. The role requires advising program teams on legal compliance and complex budgeting to achieve grant objectives. Additionally, the Director will lead budget planning for grants, collaborating with the Executive Director and Finance team to develop and monitor contract budgets. In terms of Operations, which accounts for 20% to 30% of the role, the Director will work closely with the Executive Director to manage cross-organizational administration and execution of operational processes. This generalist role will support linkages across teams and drive the organization's operating model and annual planning cycle, including audit preparation and compliance. The Director will also interpret accounts and provide status updates to the Executive Director, while staying informed about new developments in state contracts across New England.

Responsibilities

• Oversee all contracts and grants and accounting operations, including financial reports and audit activities.
• Serve as an advisor to the Executive Director on financial matters related to cash flow, revenue/expense, grant and contract activity, and budgeting.
• Lead the execution of short- and long-term strategy for grants management.
• Build strong working relationships across programs to execute grantmaking strategies and advance the Institute's mission.
• Direct a centralized approach to contracting systems, policies, and processes to optimize contract compliance with grant terms and conditions.
• Provide leadership on the design and day-to-day operations of grants/contract management.
• Build and maintain feedback mechanisms to ensure early detection of end-user problems.
• Design and manage overall grant workflow to support the full grant lifecycle, including pipeline management, grant recommendation, board approval, grant agreement execution, payments, amendments, and reporting.
• Evaluate opportunities to streamline and improve workflow, as well as enhance user training on systems and processes.
• Ensure closing and reporting cycles are adhered to in a timely manner and that all external fiscal reports for funding sources are accurate and timely.
• Advise and guide program teams on legal compliance and complex budgeting to achieve grant/contract objectives and impact.
• Lead short- and long-term grants budget planning, partnering with the Executive Director and Finance team on developing, monitoring, and amending contract budgets.
• Develop institutional contract/grant compliance policies and procedures.
• Provide guidance on legal due diligence and compliance review procedures to ensure grants and program-related expenses adhere to state and federal funding requirements.
• Determine optimal team structure for the grants management and accounting functions and oversee hiring, training, and managing staff performance and professional development.
• Lead cross-organizational administration, execution, and associated operational processes in collaboration with the Executive Director.
• Support linkages across teams and provide targeted support to drive the organization's operating model and annual planning cycle, including audit preparation and compliance.

Requirements

• Bachelor's degree in Accounting or related field, or advanced Grants Management Certification.
• 5+ years' direct experience in a non-profit environment (fund accounting).
• 2+ years supervisory experience.
• Strong knowledge of accounting principles.
• Advanced knowledge of Excel, Word, and the use of financial and/or grants management software applications.
• Advanced demonstrated experience in grant accounting and audit activities.
• Understanding of EIM/ESM, 808 CMR 1.0, OMB Uniform Guidance.
• Extensive familiarity with Federal Audit Requirements (Uniform Guidance/A133).

Nice-to-haves

• Master's Degree in Accounting or MBA.
• Experience as a Controller in nonprofit settings.
• Experience with cost reimbursement contracts.
• Conversant in Sage 100.
• Experience with state procurement processes, state and federal funding streams, and contract requirements.
• Strong knowledge of financial laws and guidelines and regulations pertinent to nonprofits.
• Extensive familiarity with Uniform Financial Reporting (UFR) codes and Maine MAAPs.
• Extensive familiarity with EIM/ESM in Mass and billing processes in Maine and Vermont.
• Experience with annual 990 tax forms and other required annual reports.