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Grants Manager - Grant Funded




Olive-Harvey College is looking for a Grants Manager to complete all activities as it relates to the Department of Family and Support Service (DFSS) grant. With support from (DFSS), City Colleges of Chicago (CCC) will help address the needs of Chicago’s workforce through expansion of apprenticeships and work-based learning training programs. The goal of these programs is to provide resources and access to short-term training certifications, work-based learning experiences and apprenticeships that will enable qualified Chicago residents to earn an average hourly rate during their on-the-job training experiences that will in-turn prepare participants to obtain employment sooner while putting them on a path to earn increased sustainable wages long term.

The Grants Manager will work closely with students in processing their tuition and benefit requests based on their enrollment and completion statuses. The Grants Manager will serve as the key administrator over the department’s scholarship and post-award application system, including obtaining training and managing the functionality and troubleshooting as it relates to using the tool.


Database Management
    • Advises college administrators and key stakeholders on project’s grant objectives; scope of work and established budget; staff responsible for key tasks and activities; and timeline for activities/process objectives to be completed.
    • Directs day to day operations to ensure grant deliverables and outcomes are met, and that work is completed within the established budget and in compliance with reporting requirements, regulations and CCC’s policies and procedures.
    • Participates in the hiring and selection of project personnel including contractual staff as budgeted within a project grant. Establishes work standards and expectations and monitors staff performance.
    • Manages the grant’s budget, ensuring budget is properly loaded and fund accounts set-up. Monitors and approves budget expenditures to ensure purchases are appropriate and in compliance with grant requirements.
    • Oversees the procurement process for the selection of vendors and service providers and the purchase of equipment and supplies, as applicable to the grant; ensures costs are allocated to appropriate grant fund accounts and purchases adhere to CCC’s procurement policies and procedures.
    • Monitors project’s progress in meeting activities/process objectives to ensure compliance with established timeline. Oversees the implementation of data gathering and reporting structures to effectively evaluate project’s performance and success. Prepares and submits documentation for any scope or budget modifications as required.
    • Prepares and submits timely programmatic progress and financial reports in compliance with grant requirements. Submits documentation required for closeout of grant; participates in audit activities, as appropriate. May assist in the grant’s renewal writing, if applicable.
    • Maintain the participant roster as well as academic, demographic and financial statuses for each participant housed in an Excel spreadsheet
    • Create rosters for team members who support the DFSSI program by developing lists and excel sheets to be used for executing transactions as it relates to the business office, advising and the core-DFSS-TDL team to conduct outreach or survey students.
    • Pull reports and manage benefit requests
    • Serve as a power user of the scholarship application and troubleshoot any issues that may arise with the post-award functions as it relates to benefits, i.e. childcare, book vouchers, etc.
Student Financial Advocacy & Troubleshooting
    • Work with the staff that will Monitor participant’s benefits email account for student questions, inquiries
    • Present during participant meetings on benefits and using benefits on the internal processes to request funds
    • Work with staff to come up with solutions as needed upon review student academic process and requests to update the database to determine processing of benefits and next steps.
    • Lead the term-to-term processing of tuition payments, childcare benefits, book vouchers and stipends
Budget Administration & Management
    • Complete requisitions for spending and/or work with other departments who complete requisitions to spend items from the budget
    • Submit student account information and expenses in conjunction with the business office to process tuition, stipends, and other benefits on a term-to-term basis
    • Serve as a thought leader to leadership on spending and making recommendations for maximizing spending by evaluations surpluses and overspending as it relates to grant expenditures
    • Assist with budget modifications
    • Present on budget status, spending performance and barriers to spending based on milestones
    • Coordinates with the Business Office on procurement processes as it relates to grant spending
    • Makes recommendations on how to improve and streamline spending and budget management
    • Tracks spending in real time to ensure team members responsible for spending on the grant follow the vendor approval, spending and contract review and approval processes
    • Develops, makes recommendations and completes budget transfers and journal entries to ensure efficient and accurate cost accounting
    • Bachelor’s degree from an accredited college or university
    • Five years of program or project administration work experience
    • Consideration will be given to candidates with an equivalent combination of training and experience
    • Experience managing projects across multiple stakeholders
    • Skilled in managing budgets and tracking spenddown of grant funds
    • Experience in project or program management, preferably in higher education
    • Demonstrated knowledge and experience implementing projects in a complex organization
    • Excellent interpersonal, oral and written communication skills
    • Strong donor cultivation and relationship management skills
    • Strong organizational and project management skills
    • Strong problem-solving and analytical skills
    • Ability to work within a culturally diverse environment
    • Ability to cultivate and maintain strategic partnerships with key stakeholders
    • Ability to handle all situations with tact, persuasiveness, and diplomacy.
    • Proficiency in Microsoft Office (Word, Excel, PowerPoint).
WE OFFER : Excellent health and welfare benefit package and long term savings and investment programs including 403(b) & 457(b) Investment Plans and a pension plan with the State University Retirement System (SURS) Plan. Generous vacation, holiday, personal and sick days, and tuition reimbursement. For a more detailed overview of benefits, please visit the benefits page of our website.

Chicago residency is required for all full-time employees within 6 months of hire.

We are an equal opportunity and affirmative action employer.

Thank you for your interest in City Colleges of Chicago!


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