Note: The job is a remote job and is open to candidates in USA. ImpactAssets is the leading impact investing partner for individuals, families, and philanthropists seeking to effect real change for people and planet. The Officer, Grant Operations manages the day-to-day operations of the Grants function, ensuring timely, accurate, and compliant processing of all grant recommendations while supervising a team of grants associates.
Responsibilities
- Manage grantmaking process – identify, track & address issues/tailored expectations (special grant letters/agreements, text, acknowledgement) to ensure all grantmaking is compliant with IRS guidelines and executed in a timely manner
- Manage and execute the day-to-day grantmaking process, ensuring all recommendations are processed accurately, compliantly, and on time in alignment with director-level oversight
- Review and approve all grant recommendation entries in the DAF system, verifying required documentation and current grantee eligibility
- Review and update payment details for grantees when electronic payment is requested
- Prepare and submit grant approvals for director-level review as required
- Review and finalize all grant letters, ensuring accuracy and any tailored expectations are reflected
- Run all reports needed to support weekly grant posting and reconciliation
- Identify and address process-related issues in coordination with team members, updating standard operating procedures as needed
- Serve as a first-tier escalation point for complex or non-standard grant recommendations, applying sound judgment to triage and resolve issues within established risk tolerance, and escalating to the Director or operations leadership as appropriate
- Manage special grantmaking, including international grants, domestic expenditure responsibility grants, and recoverable grants
- Work with donors and advisors to confirm process requirements for special grantmaking and clarify details prior to entry
- Initiate and manage workflows with intermediary organizations, requesting required documentation and preparing agreements as needed working directly with the Legal team
- Complete due diligence process with all necessary support prior to director approval
- Coordinate with intermediaries to fulfill obligations for all parties and address issues as they arise
- Track reporting requirements and payment schedules for each grant recommendation
- Review DAF grant payments and submit for approval in accordance with established procedures and authorization levels
- Serve as a first point of contact and functional resource for grant payment issuance and reporting, and escalating matters outside established parameters to operations leadership as needed
- Partner with Finance to ensure timely and accurate delivery of all grant payments and proper documentation within the DAF system
- Collaborate with Investment and Finance teams on DAF liquidity and grant funding
- Provide oversight of outstanding grant payments and resolution of any payment reissues
- Participate in discussions on grant payment strategy, planning, and process improvement
- Provide daily oversight, guidance, and coaching to grants team members
- Manage team priorities, workflow distribution, and capacity to ensure service levels are met
- Serve as backup for team members during periods of absence or high volume, maintaining continuity of grant processing and client service without disruption
- Set annual goals with team members and conduct ongoing performance evaluations and conversations
- Hold regular 1:1 meetings with direct reports
- Approve time-off requests and manage team scheduling and coverage
- Support hiring, interviewing, and onboarding of new team members and seasonal staff
- Provide continuing training and development opportunities for team members
- Ensure process documentation and standard operating procedures are current and accessible
- Coordinate with internal teams to fulfill client service needs, including responding to donor and advisor inquiries related to grantmaking
- Collaborate with Client Engagement and Business Development on clients’ complex granting needs and questions
- Collaborate with the Legal team supporting compliance oversight
- Contribute to projects and operational initiatives within the team and broader Operations department
- Handle additional research, special requests, and ad hoc duties as required
Skills
- Bachelor's degree in finance, business, economics, or related field; minimum 8 years of experience in operations, financial services, investment management, or nonprofit administration; or equivalent combination of education and experience
- Minimum 2 years of supervisory experience managing a team
- Experience with donor-advised funds and grantmaking best practices required
- Deep knowledge of DAF grantmaking processes, due diligence requirements, and compliance standards, domestic and international
- Strong leadership and people management skills with a track record of developing team members
- Excellent organizational skills and attention to detail; ability to manage competing priorities in a deadline-driven environment
- Strong analytical and problem-solving skills with an investigative mindset, willing to dig deeper rather than accept information at face value
- Excellent interpersonal, written, and verbal communication skills; comfortable engaging with donors, advisors, and external partners
- Demonstrated ability to identify and implement process improvements
- Ability to adapt to variable work volumes including periods of high activity
- Strong sense of accountability and personal integrity; maintains confidentiality and acts in the best interest of the organization
Benefits
- Unique benefits, including virtual work stipend and contribution to employee’s own Donor Advised Fund
- Competitive total compensation, including discretionary bonus, 401(k) plan, and generous time off plan
- Comprehensive benefits package including full health and wellness coverage, professional development funding, and generous paid family and parental leave
- Opportunities for training and career development in a fast-paced, progressive organization
- Values-driven culture
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