Manager of Federal Grants & Shared Financial Services

Summary

The Manager of Federal Grants & Shared Financial Services reports to the Director of Federal Grants and Shared Financial Services; and is responsible for assisting with the delivery of a variety of high-quality, efficient, and cost-effective services to, and in close collaboration with internal customers from across the organization. The portfolio of federal grant and other shared services to be provided to internal customers include but are not limited to:

• Federal award management services; provide pre-award and post-award federal award management services in accordance with requirements of 2 Code of Federal Regulations (CFR) 200 Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards; and federal agency-specific award requirements. Acts as a resource person in federal award management and exercises sound judgement in interpreting federal rules and regulations and award terms and conditions.
• Federal and non-federal grant proposal budget creation and support services; federal and non-federal grant award budget monitoring, reporting, and analysis services; federal and non-federal grant award expense reimbursement and cost recovery services; and federal agency portal access and trouble-shooting services.
• Subrecipient application review services; subrecipient financial monitoring services; subrecipient budgeting, invoicing, reporting, and compliance training; and subrecipient Uniform Guidance and invoice preparation training.
• Procurement, contracting, and payment management services; component and cost center planning, budgeting, forecasting, and monitoring services; and assisting with the development and monitoring of the annual cost allocation plan and indirect cost rate proposal.
  
  

This position will closely collaborate and partner with internal customers across the organization. In addition, this position will provide support for managing and operating the shared financial services function, including delivering services to internal customers at a cost, quality, and timeliness that is competitive with alternatives, while ensuring there is a shared accountability of results between the shared services team and internal customers, and that the results are delivered based on predefined measures, including service agreements, due dates, and quality metrics. As a valued member of the shared services team, the Manager of Federal Grants & Shared Financial Services will assist with the following:

• Assist in the designing and delivering the shared services vision; and co-lead and co-manage the cultural and process transformation that will be required for success.
• Support the shared financial services team in defining and meeting the expectations of and shared accountability with internal customers.
• Providing effective governance practices to protect the organization and ensure legal and regulatory compliance.
• Working with the shared services team in optimizing processes, technologies, and management information systems in the delivery of services.
• Delivering quality services in an efficient and cost-effective manner, serving as back-up to other team members and ensuring continuity of services during peak times and leaves of absences, and pursuing ongoing professional growth and development.
• Ensuring the effectiveness of day-to-day operations that deliver high quality services, provide effective financial stewardship, and demonstrate sustained value creation.
• Driving continual improvement with an ongoing focus of delivering enhanced capabilities that support the evolving expectations of internal customers and the ongoing evolution of the organization.
  
  

The position is hybrid and will be based in Washington, DC.

Salary: $94,012 - $102,104

Essential Functions

The Manager of Federal Grants & Shared Financial Services is responsible for performing the following robust full-cycle and interrelated grants, contracting, procurement, and budgeting services:

• Full-Cycle Federal & Non-Federal Grants and Contracts Management Services, including collaboration with and support for internal customers with full-life-cycle inbound awards management tasks and related operations, such as 1) federal and non-federal grant and contract proposal budget creation services; 2) federal and non-federal grant and contract award budget monitoring, reporting, modifications, and analysis services; 3) federal and non-federal grant and contract award expense reimbursement and cost recovery services; 4) federal agency portal access and trouble-shooting services; 5) assisting the shared finance team in identifying, designing, implementing, and managing a fully automated and integrated end-to-end inbound grants management and reporting systems, and related policies and procedures; 6) working with the shared services team in educating internal customers on, and ensuring compliance with, Uniform Guidance, GAAP, and specific compliance requirements with award conditions, restrictions, reporting requirements, refund requirements and other terms and conditions; 7) ensuring all federal reporting and draw requests are accurate, timely and complete; 8) consistent application of and adherence to negotiated indirect cost rate agreements; 9) assisting with the development and monitoring of the annual cost allocation plan and indirect cost rate proposal; 10) component and cost center planning, budgeting, forecasting, and monitoring services; and 11) providing ongoing federal and non-federal grants management training, technical assistance, advice, consultation, and other related helpdesk services to program colleagues and other partners and stakeholders as required.
• Full-Cycle Subrecipient Grants and Contracts Management Services, including collaboration with and support for internal customers with a robust full-life-cycle subawards management process for more than 75 subrecipients and other grantees across multiple federal and non-federal grant awards and program areas such as 1) designing, implementing, and managing a compliance-focused subrecipient monitoring processes; 2) leading the subrecipient cost reimbursement review and payment process; 3) assisting shared services team in identifying, designing, implementing, and managing a fully automated and integrated end-to-end subrecipient grants management and reporting system, and related policies and procedures; 4) educating subrecipients on Uniform Guidance to help ensure compliance; 5) collaborating with internal customers to educate Affiliates on how to successfully prepare for either a direct federal grant award as an award recipient or as a subrecipient; 6) developing an efficient and effective system for federal education/training and invoicing; 7) developing a technological solution for invoice submission, invoice templates, invoice auditing, reporting and payments; 8) administering team member access to numerous federal agency grant and other key portals such as ELLOCS, PMS, ASAP, FFATA, Sam.gov, Grants Online, Grants Solution, IPP, and Suralink; and 9) providing ongoing subrecipient training, technical assistance, advice, consultation, and other related helpdesk services to applicants, program colleagues, subrecipients, sub-awardees, and other partners and stakeholders as required.
• Full-Cycle Procurement, Contracting, and Payment Services: The process of leveraging subgrantees to procure services to achieve program outcomes is one form of targeted procurement and contracting; another is to procure goods and services from contractors and consultants to enable the organization to achieve its overall business objectives. The Manager of Federal Grants & Shared Financial Services will assist in the design, implementation, and management an end-to-end full-service procurement and contracting process that allows for collaboration with team members from across the organization to 1) identify, design, implement, and manage a fully automated and integrated end-to-end procurement and contracts management and reporting system and related policies and procedures; 2) define applicable business requirements and candidate selection criteria; 3) perform a market analysis and create a qualified candidate sourcing strategy; 4) develop specifications and documentation; 5) conduct a request for information (RFI) to obtain information about candidate qualifications; 6) review RFI responses and develop a shortlist of the top 3 candidates; 7) request a detailed proposal (RFP) from the 3 top candidates and evaluate responses; 8) select a candidate and negotiate the terms and conditions of the contract, including but not limited to price, quality, and timing; 9) award the contract, including being methodical and comprehensive about defining key performance metrics and the obligations of both parties; 10) begin the work and manage the contract and deliverables; and 11) assess and refine the procurement and contracting process and related systems and policies and procedures.
• Component and Cost Center Budgeting, Monitoring, Reporting, and Analysis Services: In response to the organization’s annual planning and enterprise-wide budgeting process, and in coordination with the Accounting and Compliance team, this position will assist the designated component personnel to 1) prepare an annual zero-based bottom-up revenue, expense, and capital budget for each component and related cost centers, including providing budget-related guidance; historical revenue and expense information and analysis; and training on how to use the budgeting tool; 2) participate in the annual enterprise-wide mid-year budget review process, including analyzing and addressing revenue and expense challenges and opportunities; providing applicable guidance, training, and support; and creating and submitting a mid-year budget for each component and related cost centers; and 3) review, interpret, and analyze monthly budget vs actual reports and make recommendation to help ensure the projected year-end change is net assets (with and without donor restrictions) will be in-line with the board-approved change in net assets.
• Operational and Administrative Services: This position is responsible for other operational and administrative services, including 1) assisting internal program customers and finance team members response to funder-requested audits; 2) promoting continuous end-to-end process improvements, including increasing the level of trust and confidence internal customers have in the ability of the shared services team to deliver quality and timely financial services; 3) increasing the effectiveness, improving the efficiency, and reducing the cost of delivering shared financial services; 4) making strategic investments in information technologies and data capture and reporting capabilities that enhance the organization’s desire to make data informed decisions and provide complete, accurate, and timely reports to internal and external stakeholders; 5) developing a learning community around federal and non-federal grant compliance and management; 6) collaborating with the Program and Affiliate Engagement teams to build training for affiliates regarding federal requirements and relevant regulations to enhance affiliate capacity for federal funding; 7) consulting with program teams to address compliance and regulatory questions; 8) help maintain an accurate and up-to-date schedule of federal expenditures (SEFA); 9) forecast federal expenditures and processes on a routine basis (monthly preferred and minimum quarterly) to ensure federal funds are fully expended properly and recovered promptly; 10) closeout federal grants using each required documentation management systems and related process, including working closely with federal agencies for close-out requirements; 11) develop a calendar with all grants deadlines and ensure all deadlines are met; 12) work closely with the finance team on large and special projects; 13) collaborate with the finance team on annual audits, including the annual Federal Uniform Guidance Audit; 14) ensure each subrecipient, contractor, and consultant is not on the federal government’s debarred and suspended list; and 15) perform other duties as assigned.
  
  

Education And Experience

• Bachelor’s or master’s degree in accounting, finance, and/or business administration.
• 5 years of non-profit accounting experience is required, including familiarity with single audits and other funder-imposed audits and compliance examinations.
• 5 years of federal and non-federal grants management and Uniform Guidance compliance experience.
• 5 years of contracts and procurement experience in a comparable shared-services role with complex, fast-paced, and performance-driven nonprofit organizations.
• 5 years of experience managing federal and non-federal grants, contributions, pledges, and contracts containing complex conditions and restrictions, including cost recovery / expense reimbursement grants.
• Ability to travel as needed (less than 10%).
• Demonstrated experience with and knowledge of the Latino community.
  
  

Desired Qualifications

• CPA license and/or audit experience.
• Experience preparing presentations, documents, and reports for senior finance leadership.
• Bilingual (English and Spanish) skills.
  
  

Skills And Abilities

• Steadfast commitment to UnidosUS mission and vision; personal values that align with UnidosUS’ values of excellence, accountability, and respeto; commitment to U.S. Latino community, Latino non-profit organizations, and the Latino market; and unquestionable integrity and ethics and a strong work ethic.
• Experience promoting a culture of diversity, equity, and inclusion within his/her team and establishing and maintaining an inclusive work environment that encourages open communication and invites team members to express their thoughts and ideas.
• Ability to speak clearly and persuasively in positive or negative situations; to listen and get clarification, respond well to questions, to create and deliver excellent presentations; and to effectively lead, manage, and facilitate all types of groups meetings.
• Excellent organizational and e-file management skills; desire and ability to role-up sleeves and directly perform the work; and ability to work in a complex, fast-paced, and matrixed work environment, including simultaneously working on multiple priority projects with non-negotiable deadlines.
• Self-motivated, initiative-taking, and ability to work independently; ability and desire to do what it takes to achieve excellent results on a sustained basis; and ability to work collaboratively with employees at all levels and departments throughout the organization to perform the work and achieve desired goals and objectives.
• Ability to manage multiple tasks, prioritize assignments, and meet deadlines; and must be well organized, have a strong attention to detail, resourceful, innovative, flexible, and a good problem-solver.
• Proficient in the use of a variety of enterprise-wide resource planning systems and applications, with a preference in the ability to use Microsoft’s Dynamics GP, Management Reporter and Concur; and proficient in the use of Microsoft 365’s suite of office productivity tools, including Excel, Word, Outlook, Power Point, and SharePoint.
• Ability to effectively use federal agency grant portals for reporting and draw requests, including ELLOCS, PMS, ASAP, FFATA, Sam.gov, Grants Online, and GrantSolutions.
• Committed to team members’ professional growth and development; takes responsibility for team members’ activities and work product; accessible to team members on a daily basis; effectively delegates assignments and provides regular performance feedback; solicits and applies customer feedback (internal and external); fosters quality work; improves processes, products and services; continually works to improve supervisory skills; leads by example; promotes a culture of customer service and accountability; and assists the shared services team in recruiting, hiring, and retain top talent.
• Displays willingness to make decisions; exhibits sound and accurate judgment; supports and explains reasoning for decisions; includes appropriate people in decision-making process; and makes timely decisions.
  
  

Competencies

• Analytical--Synthesizes complex or diverse information; Collects and researches data; Uses intuition and experience to complement data; Designs workflows and procedures.
• Problem Solving--Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
• Oral Communication--Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.
• Written Communication--Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
• Customer Service--Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
  
  

Physical Demands and Work Environment

• Job requires candidate to accurately complete detailed forms and reports, and coordinate multiple tasks The noise level in the work environment usually is moderate.
• Job requires candidate to continually sit and utilize hand and finger dexterity; to occasionally stand and walk; to frequently talk or hear; to use close and distant vision; to adjust or focus eyesight; and to utilize visual acuity to use a keyboard.
  
  

COVID-19 Considerations:

• All employees are required to be fully vaccinated against COVID - 19.
  
  

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or physical requirements. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

About Us

UnidosUS, previously known as NCLR (National Council of La Raza), is the nation’s largest Hispanic civil rights and advocacy organization. Through its unique combination of expert research, advocacy, programs, and an Affiliate Network of nearly 300 community-based organizations across the United States and Puerto Rico, UnidosUS simultaneously challenges the social, economic, and political barriers that affect Latinos at the national and local levels. For more than 50 years, UnidosUS has united communities and different groups seeking common ground through collaboration, and that share a desire to make our community stronger. For more information on UnidosUS, visit www.unidosus.org or follow us on Facebook, Instagram, and Twitter.

Employment with UnidosUS is contingent upon the successful completion of a background screen.

EQUAL OPPORTUNITY EMPLOYER. All qualified applicants will receive consideration without regard to race, color, national origin, marital status, religion, gender, age, disability, sexual orientation, gender identity or expression, personal appearance, family responsibilities, political affiliation, or enrollment in a college, university, technical school, or adult education.