Description

Position Summary:

The Administrative & Grants Manager is responsible for overseeing key administrative and financial operations that support the mission of the nonprofit organization. This position manages the full grant lifecycle, coordinates payroll processing, oversees client billing and accounts receivable, and provides administrative support to ensure efficient daily operations. The ideal candidate is highly organized, detail-oriented, and able to manage multiple priorities while maintaining confidentiality and compliance with nonprofit regulations.

Essential Duties and Responsibilities:

Grant Management:

• Research and identify grant funding opportunities that align with the organization's mission.
• Prepare, write, and submit grant proposals and applications.
• Develop grant budgets in collaboration with leadership.
• Monitor grant deadlines, reporting requirements, and compliance.
• Prepare and submit grant reports and supporting documentation.
• Maintain grant records and tracking systems.
• Oversee grant expenditures and ensure compliance with funding requirements.
• Cultivate relationships with grant funders and community partners.
• Assist with office tasks as needed.

Payroll Administration:

• Process payroll accurately and on schedule.
• Maintain employee payroll records and deductions.
• Coordinate payroll changes including new hires, terminations, and salary adjustments.
• Ensure compliance with federal, state, and local payroll regulations.
• Prepare payroll reports for management and auditors.
• Coordinate with benefits providers and retirement plan administrators as needed.
   

Billing & Financial Administration:

• Implement client and program billing processes. (ex: complete daily sheet)
• Generate invoices and monitor accounts receivable.
• Follow up on denials, and outstanding claims and balances.
• Maintain accurate billing records.
• Reconcile billing information with accounting records.
• Work closely with the organization's accountant or finance department.

Requirements

Qualifications:

• Degree in Business Administration, Nonprofit Management, Accounting, Finance, or related field (or equivalent experience).
• Three or more years of experience in nonprofit administration, grant management, accounting, or business operations.
• Demonstrated success writing and managing grant proposals.
• Experience processing payroll and managing billing functions.
• Knowledge of nonprofit accounting principles and grant compliance.
• Strong organizational and project management skills.
• Excellent written and verbal communication skills.
• High level of discretion and ability to maintain confidentiality.
• Proficiency with Microsoft Office, accounting software (such as QuickBooks), payroll software, and grant management systems.
   

Additional Preferred Qualifications:

• Certified Grant Writer or Grant Professional Certification.
• Experience with nonprofit financial management.
• Familiarity with federal, state, and foundation grant requirements.
• Experience with electronic health record (EHR) or client billing systems.
   

Knowledge, Skills, and Abilities:

• Strong analytical and problem-solving skills.
• Excellent attention to detail and accuracy.
• Ability to prioritize multiple deadlines.
• Strong interpersonal and customer service skills.
• Ability to work independently with minimal supervision.
• Commitment to the mission and values of the organization.
• Flexibility to assist with other office tasks as needed.
   

Physical Requirements:

• Ability to sit for extended periods while working at a computer.
• Occasional lifting of up to 20 pounds.
• Ability to attend meetings and community events as needed.