Grant Compliance Manager in Alexandria

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Job DescriptionJob Description

Grant Compliance Manager Position Description

The American Indian Higher Education Consortium (AIHEC) is the collective spirit and unifying voice of our nation's tribal colleges and universities (TCUs). AIHEC provides leadership and influences public policy on American Indian and Alaska higher education issues through advocacy, research, and programmatic initiatives; promotes and strengthens Indigenous , cultures, communities, lands, and tribal nations; and through its unique position, serves member institutions and emerging TCUs.

Position Summary

The Grant Compliance Manager (GCM) will ensure that the organization's grant-making and related processes, documents, procedures, and implementation are executed professionally, efficiently, on schedule, and in a manner consistent with compliant grant policy and procedures.

This position will report to AIHEC’s Director of Finance.

This position will be based out of AIHEC's Alexandria, VA office with a hybrid-remote schedule.

Responsibilities

• Oversee grant proposal process in its entirety, ensuring the process is collaborative between Finance & Administration and program staff; compile all proposal documents, review for grammar, spelling, and structure, confirm all grant proposal requirements are met, and complete a timely submission.
• Maintain AIHEC’s grants management system and track submitted proposals through relevant online systems.
• Assign/maintain AIHEC staff accounts in granting agency online systems including current log-in information.
• Help research funding opportunities that align with TCU needs and AIHEC’s mission and current strategic plan.
• Coordinate grant activities with AIHEC principal investigator(s) and program staff to include grant change requests, no cost extension request, statement of work revisions, budget revision coordination, report tracking, and renewal.
• Serve as liaison between AIHEC and funders.
• Develop/update Financial Conflict of Interest (FCOI) Policy as required by Federal Agencies
• Ensure AIHEC program staff are meeting annual FCOI federal agency requirements, follow up where necessary.
• Maintain grant documents and files with accurate and current data.
• Complete quarterly subrecipient reports using the Federal Subaward Reporting System (FSRS), in accordance with federal guidelines.
• Disseminate relevant grant/program information to TCUs.
• Review grant award agreement and develop and maintain master report calendar for federal and private reporting, coordinating with principal investigators/program directors and Finance Department.
• Review funder reports prior to submission for grammar, spelling, and structure.
• Submit required grant reports to funders in coordination with principal investigators/program directors and Finance Department.
• Oversee contract process for consultants and subrecipients, from inception to execution, to include:
  1. Develop, and regularly review contract templates to ensure compliance with all state and federal laws and regulations, and AIHEC policies.
  2. Work in concert with program managers, TCU program staff, and contractors, to ensure terms are beneficial to all involved parties.
  3. Ensure funding is budgeted and contract terms align with AIHEC standards.
  4. Design reporting schedule to align with funder’s reporting requirements.
  5. Work with Contractor and Subrecipient staff to collect required documentation, i.e., W9, FCOI Requirements, Audited Financials, AIHEC Code of Conduct, Invoicing, etc.
  6. Finalize process by ensuring fully executed contracts are secured in AIHEC’s electronic file system, with a copy to Consultant/Subrecipient.
• Develop/Maintain/Monitor TCU subrecipient reporting process to include:
  1. Develop collaborative relationships with all program and finance staff.
  2. Design/Host information sharing sessions for program and finance staff, to include AIHEC policies on FCOI, quarterly reporting, Audits, and Invoicing.
  3. Develop report schedule to be included in contract/subaward.
  4. Send subrecipient report due date reminders, follow up as necessary.
  5. Work closely with TCU staff to ensure reporting accuracy and integrity.
  6. Alert program managers to concerns in subrecipient spending.
  7. Compile subrecipient quarterly reports to provide to program managers.
  8. Meet/discuss any concerns flagged in the reporting.
  9. Ensure all grant report files are accurate and complete.
• Other duties as assigned

Education, Skills, and Qualifications

• Bachelors degree in Finance, Accounting, or Business.
• At least 5 years of related experience, preferably within a nonprofit environment.
• Demonstrated experience managing complex projects.
• Strong organizational skills and keen attention to detail.
• Strong oral and written communication skills.
• Familiarity with federal and other electronic online grants submission and management systems (e.g., grants.gov, NSF Fastlane, etc.)
• Knowledge of higher education and/or issues of tribal sovereignty desirable.
• Self-starter who uses ability to take direction and apply to subsequent projects
• Excellent interpersonal and communication skills, with a talent for building and nurturing relationships.
• Strong compliance knowledge related to the grant process.
• Strategic thinker with the ability to identify and prioritize opportunities.
• Familiarity with financial planning, compliance, and goal setting in a fundraising context.
• Ability to travel sporadically (less than 25%) for meetings and conferences.

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to read for detail, carefully analyzing and understanding all aspects of a text, including explicit information, implied meanings, and impact.
• Must be able to effectively communicate with intended audiences both verbally and in writing.
• Must be able to travel to various work-related locations as needed to fulfill the essential functions of the role, which may include local, domestic, and overnight trips.
• Must be able to complete all job requirements either with or without accommodation.

Pay and Benefits

• This role is full-time and eligible for AIHEC’s robust benefits package.
• Pay Range: $95,000 - 100,000 per annum

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