Helmsley Charitable Trust
New York, New York
February 26, 2021
The Grants Manager is responsible for all aspects of grant compliance for a portfolio of program areas across Helmsley and for fostering a culture of learning, ensuring that program staff learn from each other and from external stakeholders. This will include performing due diligence for all applicants and grantees to ensure all Helmsley requirements are met. Additionally, the Grants Manager will play a key role in the maintenance of the grants process and program operations including, but not limited to, managing workflows, creating forms, compiling reports, reconciling financials, orientation and training staff, monitoring and evaluating grants, learning from data and experience, and focusing on a range of issues related to the art and science of grantmaking at Helmsley and more broadly across the philanthropic sector.
Reporting to the Director of Grants Information and Management, the Grants Manager manages the legal, financial, and grantmaking operations components of all assigned program areas with the assistance of Grants Associates. The Grants Manager works closely with finance and program staff to ensure grantmaking budgets and grant payments are effectively tracked, and with Legal on non-traditional grants. This position is also responsible for orientation and training of assigned staff, researching and analyzing grantmaking trends to inform evaluation, knowledge management, organizational learning, and developing systems to enhance efficiency and effectiveness across Helmsley’s program areas.
Grants Management, Monitoring, and Compliance
- In tandem with program teams, manage the full lifecycle of grants from concept to closing for assigned program areas to ensure responsive and timely decisions.
- Perform required due diligence on applicants and grantees prior to approval.
- Support program staff in monitoring and evaluating program strategies and grantmaking.
- Provide technical assistance to grantees and applicants regarding compliance and Helmsley’s online grants process, elevating issues to appropriate parties.
- Design and create applications and reporting templates as required, including creating detailed workflows and testing processes prior to launch.
- Receive and process grantee requirements, including working with appropriate departments to process them in accordance with Helmsley policies, including grant modifications and payments.
- Ensure fully accurate coding and information is entered in Helmsley’s database.
- Maintain grantee records, including ongoing reports to Helmsley, with particular attention to monitoring, outcomes, modifications, and payment information.
- Draft, compile, and circulate relevant reports and datasets, grant agreements for approved grants, and new or updated policies and procedures to both internal and external audiences.
- Work in collaboration with the Director of Grants Information and Management and Legal in the execution of non-traditional grants, including equivalency determinations, expenditure responsibility, and program related investments.
Staff Orientation, Training, and Learning Opportunities
- Oversee initial onboarding and ongoing training for program staff on Helmsley and philanthropic grantmaking best practices, including but not limited to multiple sessions around the philanthropic sector and its evolution, strategy development, monitoring, evaluation, and grantee organizational effectiveness.
- Provide ongoing resources and support for program staff by connecting them to external learning sources, hosting grantmaking skills training sessions, and pointing them to tools, articles, and other resources.
- Provide structured opportunities for learning across Helmsley’s program areas through relationship building, proactively assessing and prioritizing learning needs across programs, and developing relevant approaches for learning that strengthen Helmsley’s philanthropic practices.
- Assist in the design and facilitation of Helmsley-wide learning events focused on grants management including lunchtime “Let’s Talks”, and program staff meetings, and all-staff retreats.
- Collaborate with individual programs on ways to progress on their strategies, helping them develop and implement monitoring plans.
- Represent Helmsley (specifically Grants Management) in the philanthropic sector by sharing lessons and experiences with the field through writing or presenting, participating in funder gatherings, and learning form colleagues at other foundations.
- Work across Helmsley’s administrative functions (such as Finance, Investments, IT, and Communications) to enable efficient and streamlined flow of information and learning.
- Other duties as assigned.
Helmsley Collaboration and Personal Leadership
- Work collaboratively with colleagues across Helmsley to develop and support trust-wide initiatives and to advance Helmsley’s overall impact.
- Lead by example; be a role model and advocate for Helmsley’s culture of
- continuous learning and improvement in the pursuit of excellence,
- embracing a sense of urgency, innovation and informed risk taking,
- respecting and valuing the individual, and
- working and learning together as partners.
- Bachelor’s degree or higher required
- Minimum 5 years of professional experience, grants management experience preferred
- Applicants should have demonstrated knowledge of grant making including experience reviewing financial budgets
- Background in the nonprofit or foundation sector
- Strong analytical skills
- Familiarity with grants management databases (specifically Fluxx)
- Must be organized and have strong interpersonal and communication skills
- Must demonstrate exceptional writing and interpersonal skills
- Attention to detail a must
- Strong computer skills
- Demonstrated ability to exercise independent judgment and initiative; to prioritize and accurately complete multiple tasks; and to work under deadlines and changing priorities
- Experience and/or inclination to work in a team-oriented environment
- Experience in health and medical research grant making preferred
- Public speaking skills
Click here to apply Please submit cover letter and resume (in PDF format)
Only those selected for an interview will be contacted. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the U.S. and to complete the required employment eligibility verification document form upon hire. Helmsley does not provide visa sponsorship for employment.
The above statements are intended to describe the general nature and level of work being performed by the incumbent(s) of this job. They are not intended to bear exhaustive list of all responsibilities and activities required for the position. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.
About the Organization
The Leona M. and Harry B. Helmsley Charitable Trust (“Helmsley”) aspires to improve lives by supporting exceptional efforts in the U.S. and around the world in health and select place-based initiatives. Helmsley strives to make a meaningful impact in its focus areas, matching its significant financial assets with a rigorous and results-oriented approach. Helmsley is committed to close and productive partnerships with its grantees, as well as with other funders and impact players in government, academia, and the private sector who share its interests and goals. Above all, Helmsley endeavors to be forward-thinking in every aspect of its work, and will take risks that others cannot or will not take when the risk/reward trade-off warrants.
Since 2008, when Helmsley began its active grant making, it has committed more than $3 billion. For more information on Helmsley, please visit www.helmsleytrust.org.
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