Grants & Contracts Associate

Description

Program/Role: Grants and Contracts Associate

Location: WFH Flexible. Candidate should be located in or near the Minneapolis, MN metro area. GPI’s headquarters are based at 2801 21st Avenue South, Suite 220 in Minneapolis, MN.

Reports to: Grants and Contracts Manager 

Type of Position: Full-time position

Ideal start date: As soon as available, position will be open until filled

Compensation: Salary range: $52K-$62K, commensurate with experience. Benefits include a health plan, 401(k) retirement plan, LTD, STD, life, vision, dental, FSA/HSA, paid time off, professional development allowance, and a communication stipend.

ABOUT THE GREAT PLAINS INSTITUTE

A nonpartisan, nonprofit organization, the Great Plains Institute (GPI) is accelerating the transition to net-zero carbon emissions for the benefit of people, the economy, and the environment. Increased demand for GPI’s unique blend of energy expertise and consensus-derived solutions has driven organizational and programmatic growth. With headquarters in Minnesota, GPI’s operations are national in scope while retaining a core competency in the Midcontinent region. GPI is powered by more than 70 professionals and is supported by some of the nation’s most respected philanthropies. 

The following values inform the way we work both inside and outside of GPI. It is important to us to be trusted, inclusive, equitable, pragmatic, and transformative: 

Trusted. We base our approach and actions on trust, mutual respect, and accountability. 

Inclusive. We achieve impact through inclusive and deliberate collaboration with a diversity of interests. 

Equitable. We strive for equity in our approach and outcomes. 

Pragmatic. We take a clear-eyed view of the world as it is, even as we seek to improve it. 

Transformative. We are a bold and passionate catalyst for change. 

THIS POSITION

GPI seeks a bright, organized and highly motivated individual to join our grants and contracts administrative team. The primary focus of this position is to assist staff with the organizational aspects of proposal submissions, to process staff contract requests, to keep tracking systems up to date, and to provide general administrative support. The skills needed and that will help you succeed in this role are to have a high level of attention to detail and accuracy, be process-oriented, thorough, self-motivated, and enjoy being a team player. Our work is fast-paced, and our hardworking staff is passionate about GPI’s mission and the environment in general. We are committed to building a diverse staff and strongly encourage candidates from all backgrounds to apply.

JOB DUTIES

GPI engages in a significant amount of grant and contract relationships: 1) we submit applications to be considered for grants and contracts (“they hire us”), and 2) “we hire others” to do project work. Following are typical activities:

Provide grants and revenue contracts support: 

Proposal creation stage: Assist program staff through the proposal lead up and submission process:

• Communicate with program staff at outset of proposal creation to understand tasks required.
• Ensure tracking elements are created and updated: SharePoint folder, Salesforce record, etc.
• Compile organizational and financial components of proposals (i.e., recent IRS 990 and audit, 501c3 certificate, staff bios, etc.). Collaborate with finance team for organization-related financial requirements.
• Upload final proposal documents to funder portal and fully complete submission transaction. Record progress in tracking systems.
• Update database records as grant/contract progresses throughout the cycle.

Process grants/contracts received:

• Work with grants & contracts manager and finance personnel from the point of receipt of award agreements and ensure document is reviewed, signature requests are obtained and ensure final signed versions are electronically filed on SharePoint for record-keeping.
• Record incoming donations/funds in SF and send acknowledgements where applicable.
• Create deliverable reminders in tracking systems for grant/contract requirements.
• Monitor upcoming deliverables list and coordinate report requirements with assigned colleagues to meet deadlines. Upload reports to funder portals. 
• Ensure all grant correspondence is available on SharePoint in an organized and standardized format. Maintain archived proposal history.
• Ensure ongoing accessibility on intranet, of most recent versions of organizational requirements such as: organization background/history, budgets, audit and financials, policies, DEI info, Board of Directors’ lists, etc.
• Create new processes when needed to facilitate workflows and communicate procedures to staff.
• Register and maintain organization portal accounts.

Provide contract-to-hire support: 

• Draft contracts requested by staff from templates provided (i.e., contract-for-hire, memorandums of understanding). 
• Obtain internal legal review and once approved, provide external party opportunity to review and provide feedback. 
• Finalize approved negotiated contracts and ensure readiness for signatures.
• Collaborate with internal program teams and external partners, to move documents from drafts to negotiations, to final versions. 
• Facilitate full execution of approved contracts via e-signatures and ensure final versions are electronically filed on SharePoint for record-keeping. 
• Create and update contract records in Salesforce.
• Using Salesforce, track progress of agreements and alert staff when contracts are expiring; prepare amendments as requested.
• Ensure all contract and accounting requirements are obtained from vendors and are filed with the appropriate record (i.e., vendor’s IRS W9, insurance certificate, etc.).

Provide administrative support: 

• Potential for expanded Salesforce-related tasks (i.e., create reports, prospecting, assigning collaboration groups, etc.)
• Register and/or maintain organizational accounts on city, state, federal, and corporate portals. 
• Complete vendor and funder requests for organizational and financial information.
• Assist to facilitate the cross-organizational workflows associated with grants and contracts. 
• Assist finance team with projects to assist with workflow and other tasks as needed. 
• Other duties as assigned. 

DESIRED QUALIFICATIONS AND SKILLS:

• At least 1-2 years demonstrated administrative experience.
• Previous knowledge and experience with nonprofit grants and/or contract processing a plus. 
• High degree of detail-orientation and accuracy. Able to work both independently, and in collaboration with others. 
• The ideal candidate will enjoy positively reflecting the organization’s mission and reputation as well as assisting in the process of working toward the greater goal.
• Fluent in relevant computer programs in a Microsoft environment including: SharePoint, Outlook, Word, Excel, PowerPoint. Competency in Adobe Acrobat Pro app. Experience with online customer relationship management platforms. Salesforce a plus. 
• Enjoy working with many different people, juggling multiple tasks in an organized way; able to manage expectations and tasks with individuals at all organizational levels 
• Excellent time and deadline management, task management and team relationship skills 
• Excellent written, verbal, and interactive communication and typing skills 
• Demonstrated familiarity with legal terminology and grant processes a plus.
• Alignment with the mission and goals of the Great Plains Institute 

EQUIPMENT USED:

This position may involve use of a desktop and/or laptop computer, copier, calculator, printer, and telephone.

PHYSICAL REQUIREMENT:

This position requires working at a desk (either sitting or standing), for extended periods and extensive use of devices (e.g., keyboard, mouse), as well as usage of telephone/headset.

HOW TO APPLY: 

Required application materials include a resume and one-page cover letter. Applications will be considered on a rolling basis. 

We do not use AI tools to review and screen applications. Because of this, we may take longer to complete screenings and progress through the hiring processes.

BACKGROUND ON GREAT PLAINS INSTITUTE: 

GPI has a fast-paced entrepreneurial culture in which people enjoy both great freedom and great responsibility. People who thrive in this culture take personal responsibility for seeing what needs doing and getting it done. They are initiative-takers, problem-solvers, and quick to help others. They work hard because they believe in the mission, and get to spend much of their time at the intersection of what they love to do and are good at. It’s a working environment in which performance is judged more on results than on time spent in a chair. We aspire to make this the best job anyone has ever had.

The Great Plains Institute is an Equal Opportunity Employer and welcomes a wide diversity of applicants.