JACK KENT COOKE FOUNDATION

JOB DESCRIPTION

DATE: January 9, 2014

Position Title: Grants Administration Manager

Reports To: Director, Grants and Higher Education Programs

Department: Programs

Status: F/T, Exempt Regular hours: 9:00 am – 5:00 pm

MAJOR FUNCTION

Supervises, and assists, staff responsible for processing higher education scholarship awards and payments in a timely, accurate, and efficient manner. In coordination with the Information Technology and Finance staff, develops and maintainsthe Foundation’s grant andscholarship processing systems. Gathers information from program managers and their staff to develop consistent and integrated data management systems that streamline processesfor staff, scholars, and organization partners. Periodically reviews and adjusts processing procedures to optimize efficiency of award amount determination and payments. Has direct supervisory responsibility over scholarship awards and payments.

PRINCIPAL RESPONSIBILITIES

  1. Supervisesstaff, and assists during peak seasons, to process scholarship awards and payments in a timely, responsive manner. Trains, and leads continuous improvement of the work of, scholarship-processing staff.
  1. Works with IT and program staff to develop improved processes through the Foundation’s new IT system for scholarships and grants.
  1. Helps maintain and adjust new IT system to improve performance. Recommends and implements new or enhanced procedures to improve data collection and user friendliness.
  1. Ensures accuracy of data entry by Foundation staff through frequent quality control checks.
  1. Collaborates with program managers to maintain, review, and recommend changes to Foundation’s grant/scholarship processing procedures and processing policies.
  1. Exports grant/scholarship payment information to accounting system and assists in monthly reconciliation of grant/scholarship data between two systems.
  1. Assists as needed in processing grants to organizations. Confirms accuracy of grantpayment packetsprior to printing of checks. Helps trackgrants-related data, including required reports from grant recipients.
  1. Works with Director to prepare data and reports for internal and external use, on a regular basis and as needed by management, staff and the board of directors.
  1. Provides orientation and training concerning the Foundation’s grant/scholarship database and record retention process and ensures accurate maintenance of all higher education scholarship files.
  1. Works with financial staff to issue required government financial reports (including IRS 990 PF grant reports); ensures that reports are accurate, includes all required information, and can interface with accounting system.
  1. Assists with presentations and webcasts—related to financial aspects of higher education programs—for Scholars, staff, and external audiences, as beneficial. Keeps current on issues related to financial aid and scholarship best practices.
  1. Other tasks as assigned.

JOB QUALIFICATIONS & REQUIREMENTS

  1. Minimum of a Bachelor’s degree and four or more years work experience required.
  1. Experience in grant administration, records management, financial aid, and/or information systems is highly desirable.
  1. A strong detail orientation and ability to work independently and simultaneously on multiple projects within close, overlapping and/or conflicting deadlines.
  1. Excellent interpersonal skills; strong written and oral communication ability.
  1. Must be flexible team player, be detail oriented, have excellent organizational skills, and have the ability to juggle many projects.

Please email your cover letter and resume to: and note “Grants Manager” in the subject line.

No phone calls please.

Short Ad:

Grants Administration Manager—Primary responsibility for leading higher education scholarship award and payment processes and implementing the Foundation’s grants and scholarshipsdatabase systems. BA and 4-years relevant experience required; Master’s degree preferred. Email cover letter and resume to and note “Grants Admin. Manager” in the subject line. See full listing at

Medium Ad:

Grants Administration Manager

Description:

Supervises, and assists, staff responsible for processing higher education scholarship awards and payments. In coordination with the IT, finance, and program staff, develops consistent and integrated data management systems that streamline processes. Periodically reviews and adjusts policies and procedures to optimize efficiency of award amount determination and payments. Has direct supervisory responsibility over scholarship awards and payments.

Qualifications:

Bachelor’s degree required; Master’s degree in business administration or information systems preferred. Minimum of four years of experience in grant administration, records management, financial aid, and/or information systems. Must be detail-oriented, analytical, and collaborative.

To Apply:

Email your cover letter and resume to: and note “Grants Manager” in the subject line.

No phone calls please.