Officer, Grant Operations

Department: Operations

Employment Type: Full Time

Location: Remote

Reporting To: Director, Client Operations

Description

Key Responsibilities

• Manage grantmaking process – identify, track & address issues/tailored expectations (special grant letters/agreements, text, acknowledgement) to ensure all grantmaking is compliant with IRS guidelines and executed in a timely manner 
• Manage and execute the day-to-day grantmaking process, ensuring all recommendations are processed accurately, compliantly, and on time in alignment with director-level oversight 
• Review and approve all grant recommendation entries in the DAF system, verifying required documentation and current grantee eligibility 
• Review and update payment details for grantees when electronic payment is requested 
• Prepare and submit grant approvals for director-level review as required 
• Review and finalize all grant letters, ensuring accuracy and any tailored expectations are reflected 
• Run all reports needed to support weekly grant posting and reconciliation 
• Identify and address process-related issues in coordination with team members, updating standard operating procedures as needed 
• Serve as a first-tier escalation point for complex or non-standard grant recommendations, applying sound judgment to triage and resolve issues within established risk tolerance, and escalating to the Director or operations leadership as appropriate 

• Manage special grantmaking, including international grants, domestic expenditure responsibility grants, and recoverable grants 
• Work with donors and advisors to confirm process requirements for special grantmaking and clarify details prior to entry 
• Initiate and manage workflows with intermediary organizations, requesting required documentation and preparing agreements as needed working directly with the Legal team 
• Complete due diligence process with all necessary support prior to director approval 
• Coordinate with intermediaries to fulfill obligations for all parties and address issues as they arise 
• Track reporting requirements and payment schedules for each grant recommendation 
• Review DAF grant payments and submit for approval in accordance with established procedures and authorization levels  

• Serve as a first point of contact and functional resource for grant payment issuance and reporting, and escalating matters outside established parameters to operations leadership as needed 
• Partner with Finance to ensure timely and accurate delivery of all grant payments and proper documentation within the DAF system 
• Collaborate with Investment and Finance teams on DAF liquidity and grant funding 
• Provide oversight of outstanding grant payments and resolution of any payment reissues 
• Participate in discussions on grant payment strategy, planning, and process improvement

• Provide daily oversight, guidance, and coaching to grants team members 
• Manage team priorities, workflow distribution, and capacity to ensure service levels are met 
• Serve as backup for team members during periods of absence or high volume, maintaining continuity of grant processing and client service without disruption 
• Set annual goals with team members and conduct ongoing performance evaluations and conversations 
• Hold regular 1:1 meetings with direct reports 
• Approve time-off requests and manage team scheduling and coverage 
• Support hiring, interviewing, and onboarding of new team members and seasonal staff 
• Provide continuing training and development opportunities for team members 
• Ensure process documentation and standard operating procedures are current and accessible 

• Coordinate with internal teams to fulfill client service needs, including responding to donor and advisor inquiries related to grantmaking 
• Collaborate with Client Engagement and Business Development on clients’ complex granting needs and questions 
• Collaborate with the Legal team supporting compliance oversight 
• Contribute to projects and operational initiatives within the team and broader Operations department 
• Handle additional research, special requests, and ad hoc duties as required 

Qualifications

• Bachelor's degree in finance, business, economics, or related field; minimum 8 years of experience in operations, financial services, investment management, or nonprofit administration; or equivalent combination of education and experience.
• Minimum 2 years of supervisory experience managing a team 
• Experience with donor-advised funds and grantmaking best practices strongly preferred 

• Deep knowledge of DAF grantmaking processes, due diligence requirements, and compliance standards, domestic and international 
• Strong leadership and people management skills with a track record of developing team members 
• Excellent organizational skills and attention to detail; ability to manage competing priorities in a deadline-driven environment 
• Strong analytical and problem-solving skills with an investigative mindset, willing to dig deeper rather than accept information at face value 
• Excellent interpersonal, written, and verbal communication skills; comfortable engaging with donors, advisors, and external partners 
• Demonstrated ability to identify and implement process improvements 
• Ability to adapt to variable work volumes including periods of high activity 
• Strong sense of accountability and personal integrity; maintains confidentiality and acts in the best interest of the organization

Benefits and Perks

• Unique benefits, including virtual work stipend and contribution to employee’s own Donor Advised Fund 
• Competitive total compensation, including discretionary bonus, 401(k) plan,  and generous time off plan
• Base salary ranges from $125K-138K and is highly dependent on experience and location
• Comprehensive benefits package including full health and wellness coverage, professional development funding, and generous paid family and parental leave
• Opportunities for training and career development in a fast-paced, progressive organization 
• Values-driven culture