Grants/Contract Administrator. (53959) - #260558

Description

SUMMARY:

Phoenix House of New York | Long Island is seeking a highly organized and detail-oriented Grants/Contracts Administrator to manage the full lifecycle of grants and contracts, including City, State, Federal, and private funding. This role will be responsible for accurately uploading grants to the appropriate portals, ensuring compliance with all grant and contract requirements, and managing prequalification and compliance within relevant grant systems.

The Administrator will also coordinate with internal departments to ensure timely completion of contracts. The ideal candidate will have strong project management skills, exceptional attention to detail, and the ability to collaborate effectively across teams.

ESSENTIAL DUTIES AND RESPONSIBILITIES may include but are not limited to the following:

Grant And Contract Management

• Ensure all grant documents are accurately uploaded to the appropriate Phoenix House and external portals promptly.
• Track and monitor all grant and contract deadlines, ensuring compliance with submission requirements.
• Regularly review and update grant and contract portals to confirm all information is current, accurate, and compliant.
  
  

Contract Administration

• Lead the process for completing all necessary documentation and submissions upon receipt of a grant or contract notification.
• Collaborate with relevant departments (e.g., Finance, Programs, Legal) to ensure all contract requirements and deliverables are met.
• Manage contract modifications, renewals, and closeouts, ensuring all required reporting and documentation are completed accurately.
• Ensure prompt execution and processing of contracts, including proper filing and tracking.
  
  

Compliance And Reporting

• Ensure that all grant and contract activities adhere to funder guidelines and Phoenix House policies.
• Maintain accurate and organized records of all grants and contract documentation.
• Prepare and distribute regular status reports for senior leadership on grant and contract progress, compliance issues, and key milestones.
  
  

Internal Coordination And Communication

• Serve as the central point of contact for all grant and contract-related questions and updates.
• Coordinate with the Finance team to ensure a smooth handoff of finalized contracts for processing and tracking.
• Facilitate meetings with key stakeholders to monitor progress, address challenges, and resolve issues related to contract execution.
• Communicate key deadlines and compliance requirements to relevant teams to ensure alignment and accountability.
  
  

COMPETENCIES (KSAs)

• Leadership
• Initiative
• Ethical Practices
• Judgment
• Relationship Management
• Emotional Intelligence
• Professional Boundaries
• Critical Evaluation
• Problem-Solving
• Decision Making
• Communication
• Teamwork
• Technical Capacity
  
  

Qualifications

REQUIRED EXPERIENCE

• Minimum of 3–5 years of experience in grant administration, contract management, or a similar role.
• Strong knowledge of grant funding and contract management processes.
• Excellent project management and organizational skills.
• Strong attention to detail and ability to manage multiple priorities.
• Experienced in Microsoft Office Suite and grant management platforms, including Passport, the Statewide Financial System of New York (SFS), CAP Grants, and the NYC Council Discretionary Funding Portal.
• Effective communication and interpersonal skills with the ability to work collaboratively across departments.
• Ability to prioritize and lead multiple projects, activities, and actions with competing deadlines and levels of urgency.
• Experience working in a nonprofit or human services environment.
• Familiarity with government funding requirements and compliance.
• Knowledge of Grant Hub, Raiser’s Edge, or similar database systems.
  
  

Required Education

• Bachelor’s degree required.
  
  

Required License/Certifications

• N/A
  
  

WORK ENVIRONMENT

• This job is operated in an indoor office environment. This role routinely uses standard office equipment such as computers, phones, and photocopiers.
  
  

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties and responsibilities of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform essential duties and responsibilities.

• Regularly required to sit, use hands to type, handle or feel objects, tools, or controls; reach with hands and arms, and talk or hear.