Grants and Contracts Associate

Location: Oakland preferred; will consider remote telecommute

Reports to: Grants and Contracts Manager

Department: Grants and Contracts

Division: Operations

Start Date: ASAP – position open until filled

Position type: Full-time, non-exempt

 

Who We Are

Founded in 2016, Alliance for Safety and Justice (ASJ), a project of the Tides Center, is a multi-state organization that aims to win new safety priorities in large incarceration states across the country. At a time of immense opportunity, ASJ partners with leaders and advocates to advance state criminal justice reform through policy advocacy, coalition building, research, education, and strategic communications.

 

ASJ also brings together diverse crime survivors to advance policies that help communities most harmed by crime and violence. ASJ’s partner organization, Californians for Safety and Justice (CSJ), also a project of Tides Center, has been leading state advocacy efforts to replace over-incarceration in California with new safety priorities since its inception in 2012. With a substantial California staff and a strong track record, CSJ operates as ASJ’s flagship state advocacy effort. Additionally, Alliance for Safety and Justice Action Fund, a project of Tides Advocacy, is the 501 (c)4 arm of both ASJ and CSJ. Combined, ASJ, CSJ, and ASJAF operate with 70+ staff and average up to 150 active agreements annually.

 

The Grants & Contract Associate will join our growing Grants & Contracts department within the Operations division during a time of exciting transition in which ASJ is spinning off from its fiscal sponsor and building internal infrastructure.

 

Position Summary

The Alliance for Safety and Justice (ASJ) seeks a full-time Grants and Contracts (G/C) Associate to manage a portfolio of incoming and outgoing grants and contracts, including vendors, independent contractors, volunteers, sponsees and grantees. The Grants and Contracts Associate will support cross-functional collaboration across the organization and with key external stakeholders, and will support the efficient, timely, and reliable completion of the Grants and Contracts Department’s day-to-day administrative tasks.

 

The ideal candidate will have a strong commitment to criminal justice reform, a keen eye for detail, and thrives in a fast-paced environment. The Grants and Contracts Associate must be comfortable communicating with all levels of staff, vendors, and consultants to ensure timely completion of contracts and projects. This position requires someone to be adaptable, resourceful, deadline-driven, and a strong team player.

 

Primary Responsibilities

 

Portfolio Management (70%), which includes:

  • Drafting contracts, renewals, amendments, and other agreements;
  • Maintaining all follow up with grantees, contractors, and vendors, including: requesting documentation, ensuring information provided is complete and correct, ensuring the timely submission of necessary material, scope of work, proposals, budgets, reports, etc.;
  • Being the point-person to answer questions from staff, grantees, contractors, and vendors within your portfolio;
  • Sending or supporting communication to grantees, contractors, or vendors regarding any changes in payment schedules, modifications to processes, etc in collaboration with Finance & Accounting;
  • Completing due diligence on potential grantees, contractors and/or vendors, where applicable;
  • Assisting in auditing files for compliance;
  • In collaboration with the Finance & Accounting Department, track the spend down of contracts or other agreements, including satisfaction of grantee deliverables and associated grant payment installments, when appropriate; and
  • Additional duties, as assigned.

 

General Administration & Support (30%), which includes:

  • Scheduling meetings, note taking, and following up with action items and next steps;
  • Assisting in the build out, implementation, and maintenance of systems and/or a database of containing grantee, contractor, and vendor records;
  • Maintaining up-to-date projects, tasks, or records within Asana, CRM, and/or other designated location;
  • Tracking incoming grant and contract requests from staff;
  • Following up with staff on expired agreements and/or working with staff to forecast contract renewals;
  • Proofreading and copy editing documents; and
  • Additional clerical, technical, and administrative support duties as needed.

 

Experience and Qualifications

  • 3+ years experience working in nonprofit and/or campaign setting
  • 3+ years of project management or administrative support experience preferred
  • 2+ years of experience with data entry, preferably in Salesforce, ERP or other grants management CRM/software
  • Strong commitment to racial justice and familiarity with criminal justice issues
  • Experience working with, and alongside, systems impacted people
  • Proficient in Microsoft Office (Excel in particular) and Google Workspace, as well as comfort with productivity tools like Asana and Salesforce
  • Ability to read and interpret documents including contracts, grant proposals, and other agreement related materials
  • Ability to conduct research, analyze, and synthesize complex information
  • Strong understanding of processes and procedures for grantee and contractual compliance requirements is preferred
  • Exceptional problem solving skills and outstanding attention to detail
  • Flexible and able to work cooperatively under pressure and with quick deadlines
  • Ability to communicate effectively with staff, grantees, contractors, and vendors; high level of interpersonal skills to handle sensitive and confidential situations and documentation

 

Core Competencies

  • Highly organized. You’re the type of person who makes spreadsheets for your upcoming vacation. This will come in handy when managing your portfolio of grants and contracts; providing auditing support; collecting, storing, and maintaining documentation; creating agendas, taking thorough notes, and providing clear and actionable next steps after meetings; and maintaining a calendar of grant and contract renewal deadlines.
  • An administrative whiz. You will provide core administrative support for the Grants and Contracts Department. This includes everything from scheduling meetings to copy editing documents. This will require working closely with team members within the Grants and Contracts Department to be responsive to emergent needs, as well as collaboration across departments.
  • A systems-minded innovator. This is an innovative time for the organization, and you will assist in the implementation and maintaining of a grants/contracts data management system. You’ll come in with tech savviness, some familiarity with grant management systems, and can provide thought partnership as we scale our infrastructure.
  • Strong communicator and collaborator. You are someone who is confident and comfortable communicating daily with colleagues across the organization, as well as external audiences. You prescribe and differentiate your methods and modes of communication-based on the greatest potential for impact. You strike a balance between messaging that requires swift and short clarity, as well as those that would benefit from greater detail and depth of explanation.

 

Working Conditions & Physical Demands

  • Work is normally performed in an interior office setting which does not subject the employee to any hazardous or unusual element
  • Some travel may be required
  • Requires use of a desktop, laptop, or video display terminal
  • Requires routine physical movements with limited physical exertion
  • Ability to communicate, receive and understand information through oral and written communication and proofread and check documents for accuracy
  • Requires communicating information with co-workers, stakeholders and/or the public; reading correspondence, instructions and/or technical documents; writing correspondence and/or reports and filling in forms

 

Compensation and Benefits

Salary will be commensurate with experience. The Tides Center offers a competitive benefits package, including health insurance, retirement, and annual leave. As we build our independent 501c3, we are also working to offer a competitive benefits package.

 

How to Apply

Interested applicants should send their resume and cover letter to Miesha Fuller ([email protected]), our recruitment partner at Careers in Nonprofits.

 

Position open until filled. The Alliance for Safety and Justice, a project of Tides Center, is an equal opportunity employer. We strongly encourage and seek applications from women, people of color, including bilingual and bicultural individuals, as well as members of the lesbian, gay, bisexual, and transgender communities. Applicants shall not be discriminated against because of race, religion, sex, national origin, ethnicity, age, disability, political affiliation, sexual orientation, gender identity, color, marital status, or medical conditions. Reasonable accommodations will be made so that qualified disabled applicants may participate in the application process. Please advise in writing of special needs at the time of application.

 

Last updated: 7/12/21