Grants & Contracts Administrator

Overview:

The Early Childhood Funders Collaborative (ECFC) (ecfunders.org) is a community of funders that supports the healthy development and learning of children prenatal to age eight and their families. We increase the effectiveness of philanthropic investment in systemic, equity-focused approaches to early childhood by promoting policies and practices that support young children, their families, and the early childhood community. Our strategic priorities include bolstering relationships within philanthropy and across sectors, emboldening early childhood to advance equity and justice, and fostering the conditions for policy and narrative change. ECFC’s membership has grown rapidly in the past five years, from around thirty to over seventy national, state, and regional foundations.  ECFC is fiscally sponsored by TSNE (tsne.org).

ECFC is also home to two pooled funds. The Raising Child Care Fund (RCCF), a pooled fund of over a dozen contributing foundations, resources community organizers working alongside parents, early educators, and providers to lift voices, build power, and expand equity in childcare. RCCF is a philanthropic partner and intermediary with the growing national childcare movement and provides learning opportunities for national, state, and regional ECFC member funders. Currently, ECFC has grants in nineteen states and the District of Columbia with a goal to reach twenty-five states in 2025.

ECFC is launching a new pooled fund, the Racial Justice and Equity Fund, focused on racial equity in early childhood. Currently, the fund has approximately a half dozen contributing funders and plans to award ten grants by the end of 2024, with a second round of grantmaking in 2025.

ECFC seeks to grow and diversify our revenue streams, promote more trust-based philanthropic practices (e.g., general support and multi-year grants, streamlined grantmaking strategies).  As we have increased our operations to support these goals, the complexity of our financial operations has also grown. Therefore, ECFC seeks a Grant and Contract Administrator to help us manage both the incoming and outgoing grants, ensure that we meet application and reporting requirements in a timely manner, and ensure that our contracts are efficiently administered.

The Early Childhood Funders Collaborative (ECFC) is seeking a Grants and Contracts Administrator. The Administrator will coordinate the development of grant and contract procurements, financial monitoring, and accounts receivable and payable, in coordination with ECFC’s fiscal sponsor, Third Sector New England, Inc. (TSNE). We are looking for someone with experience in nonprofit finance administration and committed to working in a highly collaborative environment.

The Administrator of Grants and Contracts will support ECFC Leadership and Senior Staff to oversee incoming and outgoing grants, contracts, and payment processes, and serve as a liaison to our fiscal sponsor, TSNE. ECFC administers two pooled funds that include over twenty contributing foundations and provide over thirty subgrants to organizations around the country. In addition, our work requires contracts with professional service providers and consultants using several different revenue sources that require detailed tracking processes and communications between ECFC and TSNE staff.

Essential Functions

Financial Planning, Budgeting and Analysis

• Collaborate with the Executive Director on organizational budget preparation, as well as specific project budgets and grant budgets.
• Conduct financial analysis of ECFC activities in support of planning and budgeting.
• Develop financial plans and projections, working closely with ECFC staff.
• Review financial reports to ensure appropriate allocations and monitor actual revenues and expenses against the budget.
• Act as liaison to TSNE’s staff. Resolve various questions and requests with TSNE staff re: contracts, payments, funders, etc.

Outgoing Grants/Contracts Management

• Submit all required contract/grants stipulations, data, and financial information via online systems managed by TSNE. Review and approve draft contracts/grants prior to execution to ensure fidelity to ECFC staff requests.
• Develop and manage tracking system to trigger reminders of grantee reporting requirements, to ensure staff follow processes, and to make timely grant payments.
• Advise contractors on contract and invoicing procedures and ensure timely submission of invoices. Check the contractor encumbrances to verify current contracts and sufficient funds.
• Monitor contract balances and request contract amendments as needed.
• Update tracking documents of all outgoing expenses and maintain updated record keeping.

Incoming Grants Management

• Support budget development for grant proposals with ECFC Leadership and TSNE.
• Manage tracking system and partner with ECFC Senior Leadership to meet foundation requirements for reporting.
• Plan and track spend-out of grant funds in accordance with funder restrictions.
• Update tracking documents of all incoming and outgoing expenses and save files to the appropriate places (OneDrive, HubSpot, etc.)

Accounts Payable Management

• Review payment and reimbursement requests from staff, contractors, and vendors according to organizational policies. Add funder and project coding to all requests to align with the purpose of the expense and planned spending and submit to TSNE for payment.
• Assist with allocating salaries across funding sources on a quarterly basis.
• Assist staff and contractors with questions about payments. Troubleshoot any challenges around payments.

We will consider exceptional candidates who demonstrate a strong combination of the specific qualifications and skills described below.

• BS/BA in finance, business or related field or equivalent experience
• Five years of non-profit and/or philanthropic fiscal experience, especially with grants management
• Strong analytical skills and attention to detail
• Ability to work independently
• Proficiency with Microsoft Excel
• Ability to organize/prioritize workload to meet demands in a fast-paced environment
• Strong communication skills – written, verbal and interpersonal communication
• Ability to work, communicate and interact effectively in a virtual team setting
• Experience providing budget and finance support to several program teams within an organization
• Experience monitoring and/or managing contracts
• Experience successfully implementing the financial components of the grant cycle – proposals, budget monitoring, and reporting
• Experience working with Concur, Salesforce, and Sage Intacct preferred

Physical Demands/Work Environment

The physical demands described here are representative of those for this position. Reasonable accommodations will be made to enable individuals with disabilities to perform the functions. Work is performed in an office environment and in close proximity to other workers.

While performing the duties of this position, the employee is required to:

• Handle, or feel objects, tools or controls;
• Reach; traverse; sit (usually for longer periods of time); occasionally ascend/descend; and position self (to) move;
• Occasionally lift and/or move up to 25 pounds;
• The noise level in the work environment is usually moderate;
• Job is not subject to significant occupational or environmental hazards;
• Likelihood of personal injury would be relatively slight;
• Environmental and work hazards are not present to a measurable degree.

Compensation and Benefits

Location: Work will be primarily performed remotely. ECFC will provide the necessary laptops, office supplies, and related equipment and supplies necessary to work. Travel is required 2-3 times a year.

Schedule: The schedule is full-time with most of the hours between 9 am – 5 pm East Coast times, with some flexibility. In particular, the schedule will include noon – 5 pm ET most days, to accommodate meetings that include participants in all U.S. time zones.

Compensation:The hiring salary range for this position is $70,000 - $80,000/yr, dependent on experience and internal equity within ECFC. The full salary range possible within this role is $70,000 - $85,000/yr., dependent on experience and performance.

Benefits: This position is eligible for a full benefits package including:

• Generous Paid-Time-Off (PTO): twelve paid holidays, three weeks of vacation, one week of personal holiday, and ability to accrue up to 487.5 hours of health leave time for benefited staff.
• 80% Employer-paid, offering some $0 deductible Health Insurance through Harvard Pilgrim along with several low-deductible plans;
• Low-cost Guardian Dental and Vision.
• Flexible Spending Accounts (FSA) for Health and Dependent Care.
• Employer-paid Life, Long- and Short-Term Disability Insurance.
• Employer-paid Pension and Employee-paid 403b plan through TIAA.
• ...and more!

TSNE/ECFC strives to achieve excellence through a diverse, equitable, and inclusive work environment that embraces all of our individual and collective differences. Black, Indigenous, People of Color, Middle Eastern and North African, Bilingual and/or Bicultural candidates, and LGBTQ2SIA+ candidates are strongly encouraged to apply. We value and honor the unique talents, learning styles, and lived experiences of each individual that enrich and strengthen our workplace culture, and we are proud to be an equal opportunity and affirmative action employer.

All employment conditions are based on an individual’s performance and job qualifications. TSNE/ECFC prohibits discrimination and harassment of any kind based on race, creed, color, religion, native language, gender, sexual orientation, gender identity/expression, national origin, physical or mental disability, age, genetic information, veteran status, marital status, parental status, pregnancy, race-based hairstyles, or any other protected characteristic stated by federal and state law. Regardless of any class’ protection under the law or lack thereof, TSNE/ECFC celebrates diversity and values the strengths that come with having a diverse team of employees. It is represented in our workplace culture, and it is who we are.

TSNE/ECFC's EEO statement extends to volunteers, interns, contractors, vendors, and clients.