Under the direction of the President, the Grants Manager carries out the grant making policies of the Boards of Directors of Dr. Phillips Charities, represents Dr. Phillips Charities in the philanthropic and nonprofit community and serves as an accessible point of contact to ensure the organization maintains it strong community presence.
The primary focus of the Dr. Phillips Charities comprised of The Dr. P. Phillips Foundation and Dr. Phillips, Inc. is to respond to community needs in Orange and Osceola Counties.
Essential Functions (Tasks, Duties and Responsibilities)
• Grants Management:
o Manage all aspects of Dr. Phillips Charities grant making and program process, including
o serve as the primary point of contact for grant seekers,
o conduct initial screenings of grant proposals, determine whether proposed grants meet standard for consideration and make recommendations to President,
o prepare declinations for unsolicited grants that do not meet criteria for further consideration,
o oversee the processing of grant proposals,
o evaluate and track grant funding and requests, and
o prepare all documentation related to grants, including (but not limited to): grant agreements, summaries, write-ups and required compliance.
o Maintain thorough knowledge of the organization’s funding guidelines, including donor intent and board priorities.
o Design, document, communicate and implement grants administration policies and procedures.
o Review all grant-related letters, requests for information and grant requests for legal compliance and provide timely response.
o Maintain familiarity with IRS rules and regulations, affecting the grant making process for private foundations, support organizations and applicants/grantees.
o Serve as a technical resource to the organization and grant applicants for all not-for-profit legal compliance issues, expenditure responsibility and other issues that impacts grants.
o Work with senior management and not-for-profit attorneys, when requested, to ensure that the organization is compliant with all laws applicable to the grant making process.
o Organize and present completed grant applications for review by the Board.
o Participate in all grant review meetings, record questions raised and communicate questions to requesting organization, forward responses to the Board.
o Review minutes from grant review meetings to ensure minutes accurately reflect the actions taken by the Board.
o Prepare response to all grant requests, e.g. letters of decision to fund, not to fund, pledge or postpone with or without contingencies.
o Review and approve all due diligence completed to ensure that grantees are in compliance with the Pension Protection Act and the Patriot Act before grant funds are released.
o Draft all grant agreements and submit to President for final approval and signature.
o With oversight by the President, and in coordination with the CFO, prepare correspondence and check requests for grant payments, ensuring accuracy and compliance with internal policies.
o Ensure compliance with grant agreements and fund expenditures by following-up with grantees, as designated in the grant agreement, to assess both programmatic and financial status
of grants made.
o Supervise the maintenance of all grant files and computer grant database and the production of periodic tracking reports, special reports, graphs and charts from this database.
o Prepare reports for internal and external user, on a regular basis and as needed by President, other departments and the Board.
o Develop and maintain relationships with the broad philanthropic community to keep current on innovative approaches in grants administration as well as remain aware of priorities, guidelines
and funding initiatives of other local grant making organizations.
o Develop and execute Grants Administration training for new staff.
o Undertake special studies/projects as requested by the President.
• Public and Community Relations:
o Develop and maintain appropriate relationships and communications with the Board, grant applicants, grantees, fellow grant makers, the public and all others in a manner that represents the
organization in the best possible light.
o Represent and serve as a spokesperson for the organization to the general public, nonprofit community and local funders, as requested by the President or Board.
o Provide grant updates to the administrator of the website and social media to keep the most current information available about grant deadlines, grant requirements, grants awarded as well as
o Responsible for preparation of publications of the organization, including, but not limited to, newsletters, press releases and special reports.
o Supervise the arrangement of events related to grants, including, but not limited to, selection of an appropriate venue, negotiating contracts, determining a program, selecting menu, creating
and sending invitations and overseeing the flow of activities at the event.
o Respond to various requests from the community for information about the history of Dr. Phillips Charities.
o Represent the organization in the community by serving on task forces and by attending community meetings and events at the request of the President or Board.
• General Administration
o Prepare and maintain a calendar for the processing of all grants.
o Serve as primary point of contact with the database management system vendor.
o Refine framework and related policies for data management, including coding, to ensure that grants are properly categorized.
o Work collaboratively with grants staff and other departments to ensure that maximum utility (including cloud, online or other applications) of the database is achieved for various uses and
users of the product.
o Supervise the work of the Grant Making Assistant and/or complete all of the tasks of this position when on vacation, out sick or the position is vacant.
o Supervise compliance with record retention and destruction policies as related to grant files.
o Assist with grant related areas of annual audit as requested by President, CFO or auditors.
o Perform other duties that may be required by management in the best interest of the organization.
Minimum Qualifications (Required experience, education, special skills, licenses and/or certifications)
• Bachelor’s Degree in nonprofit management, public administration, business administration or a related field.
• Five to seven years of related experience in the following areas:
o Philanthropy or nonprofit management, including in depth knowledge of:
1. Government/IRS regulations related to foundations and supporting organizations and
2. Application of best practices in grant making
o Public relations or communication strategy development and implementation.
• Valid Florida Driver License.
Preferred Qualifications but Not Required
A graduate degree is preferred.
Knowledge, Skills, and Abilities (Required competencies for successful job performance)
• Ability to establish effective working relationships with colleagues, community agencies and other departments of the organization.
• Customer service and detail oriented with an advanced ability to communicate, both orally and in writing, within the organization, community agencies and the public.
• Knowledge of the local philanthropic and nonprofit community.
• Enthusiastic, proactive, creative and results-oriented problem solver.
• Advanced ability to utilize Microsoft Office Word, Excel, Outlook and Power Point as well as social media platforms.
• Advanced ability to design, administer and report in a grant database such as Blackbaud GIFTS
• Ability to prioritize, work independently, collaboratively and flexible enough to accept other duties as assigned.
• High degree of integrity and ability to exercise sound judgment.
___Part-time (32 hours or less per week; non-benefited)
___Part-time (32-40 hours; benefited)
___Support (non-benefited; additional hours may be required during training period)
• Monday – Friday, 7:30 am to 4:30 pm
• See Travel Requirements below
This Position Reports Directly To (Job Title)
Job Titles Reporting Directly to this Position
Grant Making Assistant
Job Titles Indirectly Reporting to this Position
Valid Florida Driver’s License with excellent driving record
Local travel throughout Orange County and Osceola County as required to perform daily job responsibilities
Frequent travel to other nonprofit organization meetings, conferences and events (includes local and out-of-area travel as well as evening events and overnight conferences)
Use of Personal Vehicle for Company Business
Personal vehicle required.
Company vehicle may be available if schedule permits.
Indoor office environment
Must be able to handle and relocate files, which can involve moderate to heavy lifting of 20 to 25 pounds
Please see https://www.linkedin.com/company/dr-phillips-charities/ for the full job description which includes essential functions, minimum qualifications, etc.
Qualified candidates may submit a cover letter (which should include salary requirements) and resume to firstname.lastname@example.org.