Full-Time Grants Manager
ABOUT THE DAVID AND LUCILE PACKARD FOUNDATION
The David & Lucile Packard Foundation was founded in 1964 by David and Lucile Packard. We work with people and communities to create enduring solutions for just societies and a healthy, resilient natural world. We have worked with thousands of organizations and leaders in the U.S. and worldwide to advance progress in the critical areas of science, ocean and land conservation, climate change, women’s reproductive health and rights, and the well-being of children, families, and communities.
At a time of multiple, intertwined crises globally and here in the U.S., the Packard Foundation began in 2021 a long-planned review of our grantmaking strategies. The first step of our process was to rearticulate our vision and mission, reexamine our organizational values, and create a strategic framework that builds on and honors the Packard Foundation’s past while advancing justice and equity in all that we do.
OUR VISION: A just and equitable world where both people and nature flourish.
Our new vision embraces a future where both people and nature flourish in a more just and equitable world. We explicitly acknowledge that the fate of people and the natural environment are inextricably linked. Solutions to the complex challenges we face must account for this interconnectedness.
OUR MISSION: We work with people and communities to create enduring solutions for just societies and a healthy, resilient natural world.
Our new mission takes on the critical work of addressing root causes of the challenges we face and mobilizing people for collective action. In addition to building on approaches that have guided our philanthropy for decades — working in partnership, committing to issues over the long-term, and grounding our work in science, knowledge, and data – we focus on understanding the systems that either accelerate or impede progress. It is only through just and equitable systems that we can find and sustain solutions to some of the biggest challenges we face today.
OUR VALUES: Equity, Integrity, Belief in Individual Leadership, Thinking Big, Respect, and Effectiveness.
In addition to clarifying our long-held values, we added equity. We will champion equity by treating people with dignity, honoring a range of ideas and perspectives from those closest to the issues, creating inclusive processes, and funding people who have been historically excluded to spur progress for all. For more information, including our definitions of key concepts, please visit our website.
This role will be a key member of the Grants and Data Operations team (GDO). GDO leads the Foundation’s grantmaking operations and data practices to further our Foundation’s goals. GDO is responsible for continuous assessment and improvement of our grantmaking practices to enable staff and our grantee partners to do their important work. As a center of excellence for these practices, GDO team members work across the Foundation in close partnership with all departments and functions to understand current and future needs to deliver exceptional grantee experience, insightful data, and information, and proactively adapt to meet those needs.
Reporting to the Grants Management Director, the Grants Manager will be responsible for the management of the Foundation’s grants, working closely with colleagues to provide effective and collaborative oversight of grants.
Specifically, this position will be responsible for the due diligence, accuracy, and completeness of all grants in an assigned Foundation goal/initiative. In partnership with program staff, the Grants Manager will conduct all compliance and due diligence reviews of a grant file and supporting documentation. The Grants Manager will collaborate with teams and colleagues across the Foundation to ensure best-in-class grantmaking, reduce staff and grantee burden and contribute to continuous improvement of grantmaking processes.
PRIMARY DUTIES AND RESPONSIBILITIES
Grants Compliance and Due Diligence (70%)
Conducts pre-award due diligence on grant materials, ensuring completeness and adherence to applicable law, Foundation policies and processes for U.S. and international grants; identifies potential technical compliance issues and proposes recommendations and ensuring compliance
Reviews post-award data to ensure compliance with Foundation and IRS rules and regulations for inclusion in the expenditure responsibility schedules within the Foundation’s 990 PF tax return
Provides expertise and assistance to grantmaking staff to ensure understanding and compliance with applicable U.S. and international, state, and local laws and internal policies
Reviews and signs off on full grant file and related documents for compliance and completeness. Works with Initiative staff, Legal, and grantees as needed to resolve questions and issues
Manage the post-award process, resolve issues, and process all amendments and amended letters
Manage visibility and accountability of overdue reports, collaborating with program staff
Guides program staff though the operations end of the grantmaking process to ensure adherence to applicable U.S. laws, international laws, and the Foundation’s policies
Completes Financial Health Scans as needed —assisting and reviewing for completeness, accuracy and appropriate steps to address issues are taken
Reviews funding sources against budgeted amounts in grant budget tracker
Backfill/supports peer Grants Managers during heavy workloads as needed
Foundation-wide Support (20%)
Collaborates with Grant Officers on quarterly grant review, ensuring accurate data and providing rationale for trends and exceptions for their grants
Conducts Fluxx, compliance, and other grants management-related trainings
Collaborates effectively with internal stakeholders on system enhancement identification, prioritization, implementation, testing, and validation. Test systems upgrades and changes to ensure alignment with compliance policies and procedures
Implements improvements and enhancements of all grants management processes
Participates in ongoing efforts to improve and streamline the Foundation’s grantmaking policies, workflows, and procedures, and guides program staff through policy transitions
Participates in and/or lead cross-foundation initiatives, as needed, to achieve Foundation goals
Pursues ongoing professional development opportunities and participate in Foundation-wide training sessions
Grantmaking Operations & Administration (10%)
Responsible for weekly payment processes
Responsible for generating and facilitating the execution of all grant agreements.
Responsible for docket preparation and preparing grant materials as needed
Facilitates yearly grantmaking updates for Foundation 990
Manages the Conflict of Interest (COI) process for the staff and supporting OGC for Board COI
Responsible for the ED process, working with NGOSource to initiate, track, and renew ED certificates
A Bachelor’s degree or equivalent experience and training is required for this role.
A minimum of 4-6 years of work experience in areas related to grants management — with specific experience in legal and compliance issues pertaining to a U.S.-based private foundation — is required for this role.
Progressive increase in responsibility and complexity of grants management scope of work, particularly in the areas of due diligence and compliance.
Knowledge, Skills & Abilities
A commitment to, and interest in, the Foundation’s vision, mission, and values
Working knowledge of IRS regulations governing private foundation grantmaking.
Demonstrated ability to exercise excellent independent judgement and initiative. Ability to independently manage a robust workload.
Strong analytical, critical thinking, and organizational skills with precise attention to detail and accuracy.
Ability to work within a complex environment, including collaborating with and influencing various stakeholders regardless of reporting and functional lines.
Ability to navigate conflict, while simultaneously employing diplomacy and driving towards a solution
Excellent written and oral communication and customer service skills. Strong training and presentation skills.
Adept at leading and advancing projects and bringing forward new ideas. Skilled at creating and enhancing processes and proposing improvements to grant management systems and grantmaking practices.
Team oriented, collaborative, diplomatic, curious, and flexible.
Willingness to learn from mistakes and share learnings with teammates
Demonstrated experience and skill with technical aspects of grant management system, applications, and Microsoft Office.
FIRST REVIEW DATE
August 21, 2023
COMPENSATION AND BENEFITS
The position is full-time. The salary range for this position based in California is $85,000 to $111,000 USD annually. This salary range is an estimate, and the actual salary may vary based on various factors, including without limitation individual education, experience, tenure, certification, skills, and abilities, as well as internal equity and alignment with market data.
The David and Lucile Packard Foundation offers excellent benefits for eligible employees. Current benefits include medical (HMO and HDHPs), dental and vision coverage; 15% employer contribution to employee retirement plan; life insurance, disability insurance, vacation, and sick leave; an adoption benefit; fertility benefit; a financial wellness program; health advocacy services, paid time off to volunteer for nonprofit organizations; matching grants for employee contributions to tax exempt organizations; commute assistance; and tuition assistance.
HYBRID WORK POLICY
The Packard Foundation’s current Hybrid Work Policy is that staff are expected to be in the office on Tuesdays and Wednesdays each week.
The David and Lucile Packard Foundation requires that all staff be fully vaccinated against COVID-19, except as required by law. Any employment offer will be contingent upon satisfactory proof that you are fully vaccinated from COVID-19, subject to reasonable accommodations for medical or religious reasons, and/or as otherwise required by applicable law.
The Foundation is an equal employment opportunity employer, which means we recruit, hire, assign, train, promote, compensate, provide benefits, discipline, and discharge (and all the other terms and conditions of employment) based on merit, qualifications, job requirements, and other legitimate business factors.
We do not discriminate on the basis of actual or perceived race (including traits historically associated with race, including, but not limited to, hair texture and protective hairstyles), color, religion (including religious dress and grooming practices), creed, sex, gender (including pregnancy, child birth, breast feeding, and/or related medical conditions), marital or registered domestic partner status, age (over 40), national origin, ancestry, physical or mental disability, medical condition (as defined by California law), military or veteran status, sexual orientation, gender identity, gender expression, genetic information, taking or requesting statutorily protected leave, or on any other category protected by applicable law. We also do not discriminate based on whether a person is associated with someone else who is in any of the protected categories or is perceived to be in any of the protected categories.