Program Manager, Grants and Administration

Creative Visions, a 501(c)(3) nonprofit organization and United Nations NGO, empowers creative activists worldwide to raise awareness of critical issues and drive positive change through impact storytelling. 

Reporting to the Director of Program Impact and Evaluation, with a dotted line to the Senior Advisor for the CEO, the Program Manager is an experienced project and process manager with excellent communication, critical thinking, and administrative skills. The Program Manager will serve as the first point of contact for grantees and the public, providing information on Creative Vision’s grant opportunities and youth programming.

Responsibilities

Project Management

• Initiate, plan, and manage projects with broad organizational impact, including creating workflows, defining tasks, and developing high-level and detailed timelines, project plans, and other project artifacts.  
• Work cooperatively and effectively, facilitating interdepartmental workgroups and communication to set goals, resolve problems, and make decisions that enhance Creative Visions’ project activities and organizational effectiveness. 
• Manage schedules and resources and remove barriers to ensure projects remain on schedule. Negotiate changes such as scope, timeline, deliverables, and integration points with the project team, sponsors, and director.  
• Manage project risk by identifying, planning for, developing, and implementing strategies to mitigate or minimize risks and monitor findings; monitor risks throughout the project. Appropriately escalate risks and/or issues to the Director. Facilitate or assist with conflict resolution within the project team. 

Grants Management

• Manage the grant inquiry and application process, including developing appropriate application and communication materials for grantees, coordinating grant-seeker inquiries, and monitoring deadlines. 
• Create a process to track, record, and ensure the accuracy of grant inquiries, declinations, approvals, grant agreements, payments, and balances.
• Act as the primary liaison for grantees, grant-seekers, and office staff, including helping potential applicants understand Creative Visions’ priorities and processes and whether there may be alignment with their work.
• Prepare reports for staff and board members regarding the level and nature of past and anticipated future grantmaking activities.
• Create and maintain official grantee files and other important files that comply with the Foundation’s legal, auditing, and financial requirements.
• Conduct research to identify potential eligible grantees and areas of interest for Creative Visions.
• Participate in relevant networks and professional organizations to stay current and knowledgeable about trends in grant-making and grant management.

Administrative

• Perform various administrative tasks for the Creative Visions, Director of Program Impact and Evaluation, Senior Advisor to the CEO, and CEO, including, but not limited to, handling telephone and email inquiries; drafting routine correspondence; maintaining the calendar, contacts, and mailing lists; preparing expense reports; and ordering and tracking office supplies.
• Coordinate logistics and communications for Creative Visions’ meetings with internal and external stakeholders and, occasionally, special events (i.e., invitations, RSVPs, travel, lodging, catering, etc.)
• Assist with the preparation of board meeting materials, including PowerPoint presentations.
• Assist with the preparation of reports and website content.
• Develop, monitor, and adhere to budgets that align with the organization’s goals and funding sources.

Skills and Requirements

Specific requirements include:

• A minimum of three years of work experience, ideally with a focus on grants management or grants administration, operations, or administrative support.
• Bachelor’s degree in a related field, such as nonprofit management, administration, health and human services, or equivalent work/lived experiences.
• Strong project management and organizational skills with the ability to balance multiple projects and deadlines. 
• Attention to detail and accuracy in data entry and management.
• Excellent written and verbal communication skills, including flexibility and adaptability to communicate with nonprofit leaders.
• Strong interpersonal skills with enthusiasm for relationship-building.
• Ability to work independently and collaboratively with a self-directed approach.
• Strong computer and office software, application, and database management skills (familiarity with IT/small network administration would be helpful).
• Demonstrated ability to work well on a small team.
• Holds a drive for critical and creative thinking, comfort in asking questions and making suggestions, and brings an eye for continuous improvement and learning.