Employment
AgeOptions is committed to improving the quality of life and maintaining the dignity of older persons and those who care about them. We are nationally recognized for our innovative programming and leadership in the field of aging. Our dedicated employees are the key to our success.
AgeOptions offices are conveniently located in downtown Oak Park, Illinois, near the Lake Street El and Northwestern trains. We offer a casual work environment with competitive salaries and benefit packages and opportunities for professional development.
The following position is open:
JOB TITLE: GRANTS ADMINISTRATOR
STATUS: Exempt
AgeOptions is committed to improving the quality of life and maintaining the dignity of older adults and those who care about them – through leadership and support, community partnerships, comprehensive services, accurate information and powerful advocacy. AgeOptions is recognized nationally as a leader in developing and helping to deliver innovative community-based resources and options to older populations in transition and through our network of community agencies, serves almost 200,000 people annually. AgeOptions receives federal, state, private, foundation, and individual charitable contributions. For more information, please visit our website at: www.ageoptions.org.
BASIC FUNCTION
Under the supervision of the Director of Planning, Program Design and Grants Management, the Grants Administrator is responsible for coordination, accuracy, systemic operations and oversight of the Area Agency’s complex grant making process. The entire grant-making process includes the development of the request for proposals and other procurement, development of the application for funding , the proposal/application review process, developing recommendations on funding levels, development of legal agreements and contracts, issuance of these agreements and contracts, provision of timely reimbursements under the terms of the agreements, receipt and review of accurate reporting on the use of those funds, analysis of program and fiscal information, in-person or other reviews of the performance of the agencies and closeout of all grants. The incumbent is expected to develop and maintain good working relationships with grantees. Over 70 agencies receive funding from AgeOptions each year from over 40 different sources of funding to these organizations.
DUTIES AND RESPONSIBILITES
Grant-Making/Procurement – Maintains procedures to ensure the procurement of services is in compliance with Federal, State, and Area Agency requirements.
- Assist in the development of the Requests for Proposals (RFP) document, application and scoring tools
- Issue the RFP and manages the subsequent procurement process (including the review and scoring of applications, and presenting recommendations for funding to the Agency’s Board of Directors Program Committee)
- Prepare for and represent the Area Agency during appeal hearings
- Oversee the issuance of Notices of Grant Awards (NGAs) and contracts
- Develop sub-grants and contracts as needed
- Oversee the processing of reimbursement requests and payments to grantees/contractors
- Oversee the grant and contract closeout process
Monitoring/Compliance Reviews – Responsible for monitoring partner performance on an ongoing basis e.g. during local agency transitions, Corrective Action Plans, and Notice of Deficiencies. Also, develops annual on-site review schedule for all programs to ensure compliance with grant requirements and audit standards. Responsible for continuously seeking ways AgeOptions may assure compliance and quality in services and programs.
- Oversee periodic on-site program and fiscal compliance reviews as well as ongoing monitoring of funded agencies
- Oversee on-site Elder Abuse case and administrative reviews
- Oversee desk reviews of programs
- Oversee client and other complaint tracking and resolution
Reporting – Maintains schedule of reports to ensure timely and accurate reporting. Work closely with Finance Department to prepare reports.
- Supervise the preparation of programmatic and fiscal reports to Illinois Department on Aging and other funding sources.
- Supervise the processing of National Aging Program Information System (NAPIS) data and the completion of relevant reports
- Assist in preparing the Quarterly Financial Report
Technical Assistance – Provides training and support to ensure program standards are met. Oversees capacity building of new and ethnic agencies to improve their quality and grants management.
- Provide training and technical support regarding the Older Americans Act and Area Agency requirements
- Provide technical assistance related to grants/contracts, budgets and other administrative issues
- Conduct orientation sessions for new and potential grantees
Policies and Procedures – Ensure policies and procedures are updated as necessary and shared with relevant staff and grantees.
- Develop and maintain policies and procedures related to implementing grants
- Review regulations and comment on revisions
Supervision
- Supervise, train, manages workloads, and conduct performance evaluations of all personnel under his or her supervision including but not restricted to:
- Grants Specialist
- Grants Specialist, Monitoring
- Dietitian
Other Duties
- Performs other duties as assigned
Connections
This position will work closely with all other units of the agency. In addition, the Grants Administrator will need to interact tactfully, professionally, and objectively with the staff of funded agencies.
QUALIFICATIONS
- Master’s degree in Public Administration, Business Administration or related field, plus two (2) years experience in grants administration, or Bachelors and 4 years of related experience
- Management experience with proven ability to supervise people effectively
- Demonstrates a keen eye for detail with numbers and ability to identify and reconcile discrepancies
- Ability to coordinate a high volume of financial data and interpret the meaning behind the data
- Excellent verbal and written communication skills
- Ability to develop strong working relationships with community agencies and co-workers
- Understanding of regulations, contracts and legal requirement a plus
- Knowledge of senior service programs and systems
- Mastery of Microsoft Office software programs, advanced knowledge of Microsoft Excel and Microsoft Word.
- Knowledge of data bases a plus
- Ability to travel around suburban Cook County, IL
This position’s main function is Grants Management.
It does not involve Grant Writing or Fundraising. Please put “Grants Administrator in the Header.” Interested persons please contact
HR@AgeOptions.org or Fax to 708-524-0870. AgeOptions is an Equal Opportunity Employer, MFDV, older persons encouraged to apply. Please include salary history. No phone calls please
