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Grants Manager

Job Description

Grants Manager

Are you passionate about helping others? Do you want to unleash your purpose and potential?

Come join our dynamic social service enterprise as we help over 200,000 individuals across the Chicagoland area.

YWCA Metropolitan Chicago is the oldest and largest women’s organization in the region, with a mission to eliminate racism and empower women. To learn more about the YWCA Metropolitan Chicago, please visit our website at https://ywcachicago.org.

The Grants Manager provides support to ensure proper use of financial systems and reporting, budgeting, and billing of government funded grants and contracts; Serves as a liaison between Divisions and Accounting Department, provides other accounting support as needed. The role provides assurance that the YWCA remains in compliance with funder requirements and acts as the liaison between the YWCA and current funding sources.


Grants Management: All duties and responsibilities are in relation to assigned grant(s) or contract(s) within the assigned Divisions. Serve as the primary fiscal contact for sub-recipients and funders; understand specific grant requirements; ensure financial compliance on contract conditions and assurances; ensure reporting requirements are met. Coordinate the budgeting process and detail for assigned grants, contracts and overall Divisions. Setup budgets in accounting software and monitor budget activity for grants and contracts within the assigned Divisions. Review final reports before filing; Resolve accounting and reporting issues as necessary; prepare monthly budget-versus-actual status reports.

Serve as a liaison between program directors/managers to ensure accuracy and timeliness of funder reports, budgets, and billings. Provide contract updates and budget revisions. Assist with the grants and contract closeout procedures in accordance with the rules and regulations of the funders. Coordinate with the finance team and program staff, to ensure transactions are properly recorded and agree to the grant/contract agreement, while also ensuring sub-recipient/subcontract financial activities adhere to deliverable deadlines. Manage contractor agreements and ensure the terms and conditions of agreements are met and properly documented and communicated.

Budget Preparation: Coordinate the budgeting process and detail for assigned divisions. Setup budgets in accounting software and monitor budget activity for assigned divisions. Resolve accounting and reporting issues as necessary; prepare monthly budget-versus-actual status reports for use by program officers, directors and finance team; identify issues, concerns and problems and communicate with finance team and program officers.

As requested, budget creation and analysis support to management staff members responsible for the grants and contracts within the agency; collect and consolidate program and administrative budgets; and forward fiscal planning and financial management. Assist directors and managers with financial information needed to prepare grant budgets and proposals.

Review budgets and reimbursement and new hire requests for appropriateness, and ensure sub-recipients are in compliance with established administrative and financial policies, procedures, and sound business practices.

Accounting Administration:

Respond to management inquiries regarding financial statements, budgets, A/P and A/R. Properly allocate expenses for shared costs and payroll allocation; ensure that all revenue and expenses are correctly coded. Perform monthly and quarterly reconciliations and close out duties. Maintain updates for cash flow and revenue projections. Support other accounting/finance associates in research and resolution of accounting entries and/or open items to ensure appropriate classification of transactions within the general ledger and associated financial statements. Maintain efficient electronic filing systems for financial records.

Audit Support: Support the various external/internal annual audit activities including responses to accounting related questions; provision of documentation; and closing of audit comments where applicable. Develop positive working relationships with auditors for both contracts and annual audit.

QUALIFICATIONS: A minimum of three to five years of experience with fund accounting in a non-profit or government entity is required. Thorough understanding of GAAP, such as debits and credits, cash versus accrual accounting, etc. are required. Experience in using a computerized accounting system, inclusive of general journal entries, correcting entries, cost allocations and reporting is required, with skills in G/L and financial statements. Have strong computer literacy; proficient in all Microsoft Office Suite and Financial Edge preferred. Proficient in Excel.

The position requires the ability to implement and administrate grant compliance and reporting requirements. The incumbent must be highly skilled in dealing with financial and numeric data, with the ability to manage time according to changing priorities. The ability to manage multiple concurrent projects in a deadline oriented environment is required. The required quality of work output requires a special emphasis on accuracy, attention to detail and flexibility in prioritization.

The position requires the ability to communicate to multiple constituents and to collaborate effectively with people at all levels of authority. Communication skills must include the ability to explain financial concepts to those who may not have a financial or budgeting background, with skills in concept clarification.

EDUCATION REQUIRED: A Bachelor’s degree, from an accredited college or university.

WORK SCHEDULE: HYBRID – Work from home 3 days a week, in office 2 days a week. Normal working hours are Monday – Friday, 9:00 AM – 5:00 PM. This position may require work on some evenings and weekends. Schedule can vary depending on the needs of the agency.

Pay Range: $70,000 - $72,000


  • Generous amount of PTO & Sick Leave,12 Observed holidays, & Floating Holidays
  • Health, Dental, Vision, Life, Short & Long Term Disability Insurance, & 401(k)
  • Flexible Benefits - employee, dependent, commuter & HSA
  • Employee Assistance Program (24/7)
  • YWCA Retirement Fund (after completion of 2 years of service)
  • Pet Insurance
  • 37.5 hour work week

MANDATORY VACCINATION POLICY DISCLOSURE: YWCA Metropolitan Chicago requires all staff to be “fully vaccinated” against COVID-19 as a condition of employment. An individual is considered “fully vaccinated” two weeks after receipt of the second dose of a two-dose vaccine (e.g., Pfizer, Moderna) or two weeks after receipt of a one-dose vaccine (e.g., Johnson & Johnson). Candidates who are offered a position must provide proof of full vaccination prior to their start date. Individuals in need of an exemption from this policy due to a medical reason or because of a sincerely held religious belief, or as otherwise required by law, must submit a completed Request for Accommodation form to HR.

YWCA Metropolitan Chicago is proud to be an equal opportunity workplace and is an affirmative action employer. We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity or Veteran status. YWCA Metropolitan Chicago will provide reasonable accommodations for qualified individuals with disabilities.

***This job description is not intended to represent a complete list of all duties and responsibilities. There may be unplanned activities and other duties assigned.***

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