Job Description

Position Summary

CHIP is seeking an experienced and highly organized Contracts & Grants Manager to help us achieve our mission of ending homelessness in Indianapolis by drafting and reviewing contracts, providing accountability for deliverables, and supporting CHIP staff in complying with federal, state, and local requirements.

Essential Position Duties & Responsibilities

The following statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required under this role.

Contract Development and Review

• Continuously improve, draft updates to, and get approval for template contract language.
• Draft initial contracts using template language that fits the situation and work with the COO and contractor to make changes as needed to meet project needs.
• Route and follow contracts for signature and ensure that all parties have access to final executed documents.
• Review incoming and outgoing contracts to ensure details match CHIP expectations, as requested.
• Ensure CHIP procurement and contracting files are concise and complete.
• Assist in procurement of key contractors, including drafting RFPs, decision-making rubrics, getting quotes, and documenting processes.
• Understand, and stay up to date on local, state and federal contracting and cost allowability regulations, then incorporate updates into CHIP’s institutional knowledge and processes (2 CFR 200 and 24 CFR 578).

Deliverable Accountability Tracking

• Actively track draw/claim and financial reporting schedules for all grants to CHIP and work with COO and Director of Finance to ensure CHIP compliance.
• Actively track reporting requirements for all grants to CHIP and work in partnership with CHIP staff and leadership to ensure contractor compliance.
• Actively track invoicing and reporting schedules for outgoing contracts and grants and work with CHIP staff and leaders to kindly hold contractors accountable.
• Facilitate regular contract compliance meetings with contractors to ensure appropriate movement on deliverables, as requested/appropriate.
• Clearly communicate the terms of CHIP contracts and grant awards with vendors, contractors, and CHIP staff.
• Assist staff in understanding, accessing and completing procurement activities and processes.
• Assist staff in developing processes to track, review and approve contractor invoices.
• Review and update CHIP’s procurement and contracting forms to ensure ease of use by staff.
• Facilitate grant kickoff meetings to ensure CHIP staff and contractors are aware of grant requirements and timelines.
• Work with CHIP staff to develop clear scopes of work, well-defined deliverables, and clear payment requirements.
• Work with CHIP staff and COO to develop and implement plans to address contractor performance issues. Address contract/grant noncompliance directly with vendors as necessary.
• Coordinate and submit grant reports, as requested.

CHIP Staff Support

Critical and Demonstrable Skills

• Excellent judgement;
• Outstanding communication and interpersonal skills;
• Ability to “manage-up”;
• Patient persistence;
• Compassionate accountability / compliance;
• Highly Organized with the ability to manage multiple simultaneous projects and deadlines;
• High level of attention to detail and accuracy in work products;
• Advanced skills in Word and Excel; and the ability to learn and navigate new technology as needed.
• Preferred: Exposure to federal and/or state procurement and cost allowability regulations.

Required Education and/or Experience

Bachelor’s degree or greater in business, finance, management, nonprofit management, legal, or similar field.

Paralegal training or government grant management or contracting experience.

At least 2 years’ experience in a full-time office-based setting.

Work Culture and Environment

CHIP has a creative, dynamic team and is dedicated to attracting and fostering talented and diverse individuals who reflect the communities being served and the communities most impacted by homelessness. CHIP has adopted a flexible, hybrid work environment that includes remote, community-based, and in-office schedules. CHIP staff are required to be in the office and/or in the community for a minimum of two days a week. To further support staff and provide time for renewal and rest, CHIP closes the office twice a year for paid holidays- one week in July and one week in December.

Job Tags

Similar Jobs