Contracts & Grants Specialist

Do you want to inspire environmental stewardship and improve the health and beauty of San Diego County? If you have a passion for the environment and are an experienced contracts and grants administrator, we want to meet you. I Love A Clean San Diego is passion in action.

POSITION OVERVIEW:

The Contracts & Grants Specialist will lead the administration, tracking, and data management of contracts, grants, and amendments between I Love A Clean San Diego (ILACSD) and its funders and subcontractors. This position will act as liaison between ILACSD and funders, with the goal to provide consistent attention to contract and grant relationships, deliverables, deadlines, and critical details to maintain and improve ILACSD performance. Current scope includes government contracts, foundation, and corporate grants annually totaling over $1 million. The Contracts & Grants Manger will work closely with the Executive Director, Senior Director of Operations, Senior Director of Finance, and each program lead.

SPECIFIC DUTIES INCLUDE:

Grant Administration & Stewardship – 40%
• Coordinate with the Executive Director and other senior leadership staff to complete all components of grant submissions including proposal content, project design, evaluation plans, and budgets by deadlines
• Maintain a grants calendar to ensure all reports and grant applications are completed and submitted on time
• Ensure ILACSD is in compliance with all funder requirements as outlined in each grant agreement
• Research new grant opportunities from aligned corporations, foundations, and other potential funders
• Actively participate in planning processes to understand organizational and programmatic goals, data points required to determine goal attainment, how the data will be collected and tracked, who is responsible for tracking data and what reports must be delivered and when

Contract Administration – 40%
Contract Renewal/Acquisition
• Collaborate with leadership to create contract and grant boilerplates for agreements and amendments
• Scout potential new opportunities and bring to Executive Team for vetting
• Assist Sr. Director of Operations in writing quotes, scopes, contract amendments, and RFP responses
• Review contract terms and flag relevant items for Sr. Director of Operations to review
• Maintain vendor accounts on bid procurement platforms
• Maintain orderly and thorough digital files
• Collect, complete, and submit paperwork as needed, such as vendor forms, insurance certs, and W9s

Contract Stewardship
• Communicate secured program contracts to staff, including notification of receipt, notable contract obligations, scope, budget, reporting requirements, key dates, and other pertinent details
• Act as quality control for satisfying contract requirements; set high-level tripwires to ensure contract goals are met; provide regular updates to leadership as to contract progress, successes, and concerns
• Develop and maintain a calendar of reporting and invoicing deadlines, contract renewal discussions, amendment timelines, and other key dates
• Create and circulate report templates
• Consolidate, review, format, and submit monthly invoices and reports, flagging any errors
• Schedule and prepare for regular contract meetings, including creating agendas, notetaking, and reporting to staff as applicable
• Maintain clear, complete, and orderly records of contracts, budgets, contract meeting notes, and other items
• Work with leadership to troubleshoot any recurring issues

Business Administration – 20%
• Communicate with staff and delegate tasks appropriately, providing ongoing training and support to staff as it relates to grants and contract administration following organizational policies and procedures
• Coordinate with the Accounting department on financial components pertaining to grants and contracts, such as reimbursements and closeout procedures for all ILACSD grants to ensure that all eligible expenditures have been reimbursed
• General office support and other duties as assigned to support the ILACSD team

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

POSITION REQUIREMENTS:

• High proficiency in Microsoft Office, Excel, Adobe, and Zoom/Teams
• CRM database experience preferred
• Must have access to reliable transportation
• Must be able to lift and move objects up to 30 lbs
• Proof of COVID-19 vaccination
• Ability to pass a background check prior to employment

QUALIFICATIONS:

• Proven process in grant/contract administration including research, submissions, stewardship, and compliance; preferred experience with grants to support environmental programs and activities
• General office skills and business correspondence; experience working in an office preferred
• High level of organization and attention to detail
• Professional with good phone and customer service skills
• Strong writing and editing skills
• Ability to recognize and handle confidential information with discretion
• Highly motivated, proactive self-starter
• Ability to manage multiple projects and deadlines independently
• Flexibility; ability to assess and adjust priorities with changing requirements
• Forward thinker with capability to effectively stream-line processes
• Ability to work well independently and collaboratively
• Accounting and general bookkeeping understanding/experience helpful
• Experience coordinating contract and grant programs across multiple departments preferred
• Personal interest in the environment

COMPENSATION & BENEFITS

• Full-time, Non-Exempt
• $20-23 per hour, commensurate with experience
• Mileage reimbursement at current CA reimbursement rate
• Paid time off (PTO) plan
• Employer-sponsored health (HMO) and dental plans (PPO)
• Generous paid holiday schedule (approx. 11 annually)
• Office closure between Christmas and New Year’s Day
• Half-day of Birthday PTO
• Hybrid in-office/remote work schedule dependent on position
• 403b program with match opportunity after 90 days

I Love A Clean San Diego is a values-driven organization. It is essential all team members exhibit the following core values and office culture:

Core Values

• Live the mission
• Inspire environmental change
• Value partnerships
• Exhibit positive attitude

Office Culture:

• Communicate openly to ensure collaboration
• Understanding and supportive of each other and the team
• Respect others and value their opinions
• Encourage learning and growth

I Love A Clean San Diego provides equal employment opportunities to all employees and applicants without regard to race, color, religion, national origin, ancestry, gender, sex, gender identity or expression, age, medical condition, sexual orientation, marital status, citizenship, pregnancy, physical or mental disability, genetic information, veteran status, military status, caregiver status or any other characteristic protected by federal, state or local laws.

TO APPLY: Please send a cover letter, resume, and writing sample to jobs@cleansd.org.