Manager, Grant Administration

JOB OVERVIEW

Philanthropy Northwest seeks a 12-Month Limited Term Manager of Grants Administration to join its growing team. This important role will oversee the grants administration department, providing leadership, staff management and continued capacity building to strengthen PNW’s role as an intermediary grant maker under the Thriving Communities Federal Environmental Protection Agency grant. We’re looking for candidates who are experienced people managers and are leaders in , federal grant compliance, federal grant subrecipient management and grants administration with experience overseeing federal grants and nonprofit accounting and budgeting. Philanthropy Northwest currently serves as the intermediary for a $60M Environmental Protection Agency Thriving Communities grantmaking program and has previously worked with the Department of Commerce and other entities to support COVID-related grantmaking. The Manager of Grants Administration reports to the Director of Finance and Grants Administration and oversees a team of five direct reports and a portfolio of approximately 200 subrecipients.

About the EPA Thriving Communities Environmental Program

EPA’s Thriving Communities Grantmaking program was established through the Inflation Reduction Act, an unprecedented federal investment in climate and environmental justice. In December 2023, EPA selected Philanthropy Northwest to serve as its Region 10 grant maker for Alaska, Idaho, Oregon and Washington and all federally recognized tribes in these four states. Philanthropy Northwest is collaborating with regional philanthropic partners to ensure the equitable distribution of this funding to support community-led environmental work.

The program is designed to make it easier for small community-based organizations to access federal funding and is responsive to community feedback about the need to reduce barriers to federal funds, particularly for communities that have long faced underinvestment. Thriving Communities Program funding is available to community-based organizations to support a range of different environmental project activities.

• FLSA classification – Exempt
• Role Type- Full-time, 12-Month Limited Term
• Reports to – Director of Finance and Grants Administration
• Location- Hybrid position based in Seattle or anywhere in Alaska, Idaho, Oregon, or Washington state, with periodic in-person presence at HQ in Seattle.
  
  

PRIMARY DUTIES AND RESPONSIBILITIES

Grants Administration and Management

• Partner with the Director of Finance and Grants Administration to oversee the compliance aspects of PNW’s intermediary grantmaking which is currently focused on the Thriving Communities partnership with the Environmental Protection Agency.
• Develop and manage processes to ensure federal grant compliance for 200+ grant subrecipients including but not limited to, a Federally-compliant subrecipient monitoring plan and the subrecipient award closeout process
• Manage the grants administration staff as they develop of policies and procedures and navigate complex issues.
• Ensure compliance with Uniform Guidance and all applicable funder rules and regulations in implementation and grantmaking activities.
• Manage grant administration workflow to support the smooth execution of the grant lifecycle. Evaluate opportunities to streamline and improve workflow with a bias toward reducing administrative and reporting burdens for grantee partners.
• Review and approve subrecipient payment requests
• Review grant portfolio data to support reporting to the funder, fund balancing, and managing sub-award burn rates to maximize fund availability for grantee partners.
• Work closely with the Technical Assistance Program Officer to develop compliance and capacity building support for subrecipients.
• Prepare grant draw-down requests to the funder.
• Assist in leading the federal annual single audit.
• Manage a portfolio of high profile subgrantees as required

Team Supervision and Capacity Development

• Supervise the grants administration team which includes three full-time Grants Administrators and two contract Grants Administrators ensuring they meet performance expectations, work deliverables, and are supported in their continued professional development.
• Engage in enterprise-wide activities and team building, including staff meetings, peer coaching, learning and development, the annual conference, staff committees, and other enterprise events throughout the year.

REQUIRED QUALIFICATIONS

Core Skills

• Knowledge of nonprofit finances and grantmaking. Expertise and ability to oversee grants administration and provide oversight and counsel to the grants administration team’s work.

• Thorough understanding of 2 CFR 200 (Federal Uniform Guidance)

• Experience leading audit, compliance, and grant budgeting activities.

• Experienced with managing and monitoring a large volume of complex subrecipients with both reimbursement-type subawards and fixed-amount subawards.

Strategic Leadership

• Ability to translate complex regulations and collaborate effectively with colleagues who do not necessarily have grant administration / compliance backgrounds.
• Dexterity to build systems and initiatives from the ground up and a commitment to continual improvement across grants administration.
• Robust business acumen with the ability to bring a keen understanding of costs, benefits, and risk analysis to organizational opportunities.

Management & People Development

• Ability to lead, develop, and mentor staff in an inclusive intercultural environment where staff of all backgrounds and abilities can thrive.
• Proven supervisory skills that nurture leaders at all levels and support the team’s work across complex regulations and systems while keeping the mission at the heart.
• Exceptional interpersonal skills and demonstrated ability to manage relationships with integrity and consistency, including a keen ability to work effectively and respectfully with politically, ideologically, culturally, and geographically diverse people and communities.)

PREFERRED QUALIFICATIONS

• Excellent working knowledge of Microsoft Excel, SAGE Intacct or similar accounting systems, and Fluxx grant management software.
  
  

SALARY AND BENEFITS

The annual compensation for a full-time position includes a package of benefits consisting of medical, dental, retirement contribution by employer (6% of salary and additional up to 2% dollar to dollar match (up to $1,800/year) to employee contribution), professional development paid holidays and generous vacation policy, and flexible schedule.

Annual salary range is $110,000 - $120,000 depending on experience.

APPLICATION PROCESS

Please submit a resume and cover letter indicating what value you would bring to Philanthropy Northwest, by clicking on the Apply button. The applications will be reviewed on a rolling basis, and priority will be given to those received before Friday, April 3, 2026. This position will remain open until we find our ideal candidate.

ABOUT US

Philanthropy Northwest is a network of philanthropic organizations of all types working in Alaska, Idaho, Montana, Oregon, Washington and Wyoming. Our mission is to grow philanthropy’s capacity to do transformative work toward redistributing resources and power to underinvested communities in the Northwest. We serve equity-committed philanthropic funders and practitioners serving communities in our six-state region and consulting clients across the nation.

We are also home to The Giving Practice, a national consultancy committed to advancing equity-centered philanthropy. As a division of Philanthropy Northwest, The Giving Practice’s consulting team brings customized solutions, deep regional relationships, and national expertise to support organizations navigating philanthropy’s changing landscape.

Equal Employment Opportunity 

Philanthropy Northwest is an equal opportunity employer. We strive to create an inclusive and equitable workplace and encourage people from underrepresented communities to apply. We value and celebrate our employees’ differences in age, ability, race, ethnicity, religion, sexual orientation, gender expression, language, national origin, political affiliation, socio-economic status and veteran status.

Qualified candidates must be able to perform the essential functions of this position satisfactorily with or without reasonable accommodation. It is our commitment to assess our current systems and create more opportunities for access and inclusion. To request accommodation or support, please email the Human Resources Team at [email protected].