Position: Program and Grant Associate

Reports to: Executive Director and Director of Programs

Location: WellShare Headquarters, Minneapolis, MN

Classification: Full Time; Exempt

Compensation: $50,000 – $55,000 Annual, (3 weeks PTO, 401K option and match, health, vision, dental insurance)

The program and grants associate (PGA) is part of WellShare International’s technical team and provides grantmaking and operations structure, administration, and internal systems knowledge to enhance program and development results. The team is a group of experts in how our work gets done and ensures that we work effectively, efficiently, and in alignment with WellShare’s mission and values. This position manages the grantmaking process in partnership with the program and development team to advance the Organization’s mission. Finally, this position reports to the Director of Program and the Executive Director.

Job Duties and Responsibilities
Manage the grantmaking process.

• Ensure grant data is appropriately and accurately captured throughout the process and grants are made in alignment with WellShare’s values and compliant with WellShare policy and IRS rules.
• Organize (or develop) a grant tracking system for the organization
• Manage grant reporting process ensuring program and development managers are reporting accurately and deadlines are met. 
• Respond to requests for pre-grant information from WellShare staff and provide guidance on the appropriate grantmaking process.
• Review incoming grant request data, ensuring an accurate merger of grant application information between the application system and grantmaking database.
• Perform early-stage due diligence and advise staff on any necessary compliance procedures.
• Prepare grant requests and coordinate and facilitate grantmaking meetings for the team to review and make decisions.
• Verify application materials are complete and ready for grant review, correspond with applicants, as necessary.
• Partner with reviewer to complete the grant review process, ensuring data is accurate, financial review is completed, and flagging concerns for reviewer to prepare the recommendation.
• Prepare grant information quarterly for board meeting materials.

Manage the grantmaking budget 

• Ensure the annual grantmaking budget payout will be met and cash flow is managed accurately and effectively.
• Develop and implement systems and processes to efficiently track and plan grant payments throughout the year, allowing Finance colleagues to manage cash flow effectively.
• Create and approve materials for grant payments.
• Communicate regularly with the WellShare team and supervisor/leadership on grant budget/payout status and projections and provide recommendations for hitting grantmaking targets.
• Partner with other WellShare colleagues to meet goals and WellShare mission.
• Work with the WellShare data specialist to gather compelling demographics, qualitative, and quantitative data or grant proposals
• Provide internal expertise on grantmaking process, equitable grantmaking practices, WellShare policies and procedures, and IRS regulations to make grants efficiently and effectively in service to the mission.
• Identify gaps in understanding and execution of funding procedures among WellShare staff and assist with necessary training and/or follow-up.
• Prioritize grantee needs throughout grantmaking process and respond to questions or requests for help in a timely manner.
• Identify opportunities for innovation in the grantmaking space, exploring new approaches, including equity-centered grantmaking processes, non-traditional types of support, and other continuous adaptations to grantmaking practices.
• Collaborate with the communications team to ensure that any public-facing program information related to grantmaking is up-to-date, accurate, and effectively presented for various audiences, ensuring that internal stakeholders are aware.

Participate in WellShare-wide meetings and events.

• Attend and actively participate in staff meetings, retreats, staff development learning activities, and other relevant meetings.
• Participate in cross-functional work groups as appropriate.

Required Competencies
WellShare-wide Competencies

• Collaborates, Communicates Effectively, Manages Complexity, Builds Networks, Being Resilient, Drives Results, Strategic Mindset, Instills Trust

Grants and Program Operations Competencies

• Community Focus, Decision Quality, Optimizes Work Processes, Ensures Accountability, Communicates Effectively, Organizational Savvy, Nimble Learning

Qualifications
Minimum Education and Experience

• Bachelor’s degree and three (3) years of experience in project management, database management, following compliance procedures, demonstrated experience in process improvement or a combination of 3 years of equivalent experience and training.
• Experience in a foundation, non-profit, or governmental field is preferred.
• Preference is given to those applicants who have professional work experience in grants management.

Knowledge, Skills, and Abilities

• Ability to manage highly detailed work with speed and accuracy.
• Ability to work effectively and collaboratively across organizational functions.
• Ability to learn and master data systems on a continuous basis.
• Ability to communicate effectively interpersonally and in a group setting.
• Ability to constructively navigate differences and arrive at shared solutions.
• Ability to prioritize and organize workflow.
• Ability to be flexible, despite many interruptions and changes in deadlines.
• Ability to prepare and/or edit written summaries and analysis.
• Ability to work autonomously and without a lot of direction.
• Skill in using Microsoft 365 suite or comparable software applications (such as Google suite).
• Personal passion for the WellShare’s mission 
• Ability to reflect on and build cultural competency and awareness of bias and inequities.
• Demonstrated commitment to advancing equity, racial equity, inclusion, and accessibility. 

Working Conditions and Physical Effort

• Work is normally performed in an office work environment.
• WellShare offers a hybrid work environment.
• Work is normally performed in an office environment but may occasionally include off-site meeting or event venues.
• Regular and sustained operation of office machines, including computer, phone, printer, and copier is required.
• Opportunities for occasional travel within the US may arise but are not usually required; certain programs travel internationally, and this role will be expected to travel on occasion.