Job Description

POSITION SUMMARY:

HIAS seeks an Manager, Grants Administration to be responsible for providing leadership in HIAS’ partnerships from a Grants Administration (GA) perspective, especially those partnerships that may involve subawards, liaising with Accounting & Finance, Programs, the Office of the General Counsel (OGC), etc.

Note, this position is based at our headquarters in Silver Spring, Maryland or our office in New York, New York, and we will consider a remote option for applicants who live outside of commuting distance to either of our offices and are based in other states in which we are registered (California, Colorado, Connecticut, Florida, Georgia, Massachusetts, Michigan, New Jersey, Ohio, Oregon, Pennsylvania, Texas, Virginia).

Note, this is a temporary position that starts ASAP and ends September 30, 2026, with possible extension. The salary range for this position is $70,000-85,000.

ESSENTIAL FUNCTIONS:

• Uses partner and subawardee risk assessment tools and checklists for use when engaging new partners; collaborates with colleagues from various departments to ensure all necessary perspectives are considered.
• Provides the assessment tool and takes the lead on meeting with the prospective partner, reviewing materials and coordinating with colleagues, particularly in the review of financial statements, control policies and procedures, audit report and risk assessment.
• Working closely GA colleagues and Programs teams, manages pre-award process, including drafting solicitations and pre-award documentation, reviews risk, financial capability assessments and other due diligence requirements, and reviews subaward budgets and materials prior to award.
• Works closely with GA colleagues, Programs staff and the OGC to draft and execute subaward agreements.
• In close coordination with the OGC, GA colleagues and the Programs team, prepares subaward/contract approval packages to be submitted to partner, as necessary, and maintains documentation in the database.
• Ensures appropriate policies and procedures relating to partner assessment and vetting, subawards, training, FFATA reporting and financial monitoring are in place.
• Maintains strong working relationships with relevant HIAS counterparts in International Programs, U.S. Programs, OGC and Accounting & Finance.
• Ensures that implementing partners are aware of standard HIAS control policies, procedures and guidelines, and that they are applying them in addition to any specific donor compliance issues.
• In collaboration with the GA and Programs teams, performs grants and contract close out review.
• Collaborates with GA colleagues to ensure fiscal monitoring and compliance trainings for affiliates and subawardees are completed and reported on a regular basis.
• Ensures compliance with Cooperative Agreements and other awards by scheduling, participating in and following-up on fiscal monitoring (both in-person and virtual) to ensure that fiscal requirements for all awards are identified and realized by HIAS’ affiliates and subawardees.
• Collaborates with the GA team on FFATA reporting for all subawards over $25K, ensuring they are properly reported on a timely basis.
• Maintains a strong working knowledge of laws, regulations, policies and other requirements that affect grants management, in particular federal grant requirements.

QUALIFICATIONS & REQUIREMENTS:

• Undergraduate degree with a concentration in Finance, Accounting, Business, Public Policy, International Affairs, International Business or a related field; graduate degree preferred.
• 5-7 years of work experience in an operations support role, with analysis and/or interpretation of cooperative agreements, grants and contracts preferred.
• Experience working with an international nonprofit preferred; experience working in or traveling to foreign countries desirable.
• Willingness to travel throughout the United States and to foreign countries is a requirement; travel expected approximately 15-20% of the time.
• Familiarity with federal rules and regulations is required.
• Experience in grants and contracts administration and/or compliance required.
• Excellent analytical skills and ability to problem-solve required; the ability to communicate financial information to non-financial staff is also required.
• Ability to effectively multi-task is required; also, must be detail oriented and able to see both the big picture, as well as the smallest details.
• Excellent interpersonal, written and oral communication skills required.
• Contract management certification and/or implementation experience a plus.
• Ability to work well independently, as well as part of a team.
• Self-motivation and flexibility.
• Intermediate level or higher Microsoft Excel skills required; proficiency with MS Office required.
• Intermediate level Spanish and/or French is a plus.

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