Director of Grants Administration

Description Working at the Vermont Community Foundation For 40 years, the Vermont Community Foundation (VCF) has served Vermonters and their families through philanthropy and building stronger communities. Our mission—Better Together: inspiring giving and bringing together people and resources to make a difference in Vermont—provides the bedrock for our workplace culture. Our employees are passionate about making a difference every day. We approach our work with curiosity, respect, and integrity, and believe in collaboration, equity, and diversity. When you join our team, your work will matter to Vermont communities. Position Summary The Director of Grants Administration is responsible for strengthening the impact of VCF’s work by managing and continuously improving processes for all grant programs, including grant processing, data analysis, structural design, and related initiatives. The Director works closely with the VP of Community Impact (CI) to develop a workplan for the CI grantmaking team and set budget priorities each year. This role serves as the lead for the grantmaking team within CI, ensuring that grant payments are processed efficiently and correctly, grant programs are administered fully and accurately, services provided to grant seekers and reviewers are consistent, and grantmaking data is analyzed and shared to inform decision-making. This role provides direct supervision to the grantmaking team. The VCF is on a growth trajectory and is looking for leaders who are comfortable navigating change, bringing a continuous improvement mindset, critical thinking skills, and a collaborative approach. As a member of the leadership team, this position models VCF’s core values and serves as a positive role model for change. This role contributes tactical oversight and strategic planning in service to the VCF’s long-term business plan. This position also sits on the Community Impact department leadership team and is responsible for setting department goals and targets for success. [MV1] The Director's primary responsibilities include: Overseeing and managing all aspects of grants processing, including database entry and coding, preparation of internal approvals, copying and distribution of checks and letters, exporting and mail merging letters and reports, communications with staff, grant review committees, and fundholders, and managing grantee acknowledgement processes Serving as the lead on all grant-related reporting, data analysis, and grant information tracking Ensuring that the grantmaking team implements grant awards accurately and efficiently as recommended by fundholders and by the CI department Working with the VP for Community Impact to build the annual grantmaking budget, track spending and gifts to funds, and analyze grantmaking outcomes Administering VCF’s grants payment database and grants management system while balancing the needs of program, finance, and compliance requirements Directing the work of the grantmaking team to ensure accurate and timely administration of grant applications, evaluations, and award decisions Working closely with the Product Manager on grant compliance Working with Operations & Administration, Technology, and Finance departments to ensure data and systems consistency and integration Working closely with senior leadership to set goals and strategy for the CI department, including planning department meetings, learning opportunities, and other department events Participating in regular VCF leadership team meetings and contributing to strategic-level conversations Providing direct management to a small team of 3-5 staff members, including coaching, professional development, and career navigation support Essential Responsibilities Grants Administration and Data Analysis Develop and oversee grantmaking processes based on best practices Gather, track, and analyze data at statewide, project-based, and grant program levels to better communicate the systems-change work of the opportunity gap and to meet grant-related data needs across the organization Partner across departments to provide stories, metrics, and data to donors, fundholders, partners, and collaborators Work with the Grants Specialist and the Director of Donor Impact to coordinate regular reporting, data analysis, and grant information tracking for donor-initiated funds Partner closely with Finance and CI on cross-system workflows to ensure accuracy and data integrity related to available-to-spend amounts, fund balances, and fees Coordinate the work of grants processing staff by improving workflows, balancing grants processing workloads across all team members, and positively contributing to a cooperative team dynamic Support due diligence and compliance for all grants and distributions Grantmaking Team Management Lead the grants administration team responsible for competitive grant programs, grants processing, applicant support, and technical assistance Provide technical support and training for applicants, grantees, internal staff, external committees, and advisors using the online grants management software and community portal When needed, work directly with grant seekers via phone and email to answer questions, clarify grantmaking priorities, explain application procedures, and provide feedback on proposals Knowledge and Data Management Partner with the Director of Strategic Initiatives to measure and communicate VCF’s impact through internal and external reports, grantee stories, annual surveys, and lessons learned from VCF’s strategic initiatives Serve as a key liaison with the Marketing and Communications team, helping develop content that inspires a broad range of audiences and highlights the VCF’s ability to drive positive change in Vermont Leadership, Learning and Innovation Establish key performance metrics for impact and strategy development Support the team and department in remaining nimble, innovative, and connected through periods of change and growth Stay abreast of emerging trends and best practices in philanthropy, grantmaking, data analysis, technology, and community impact, including the values of equity and racial justice Work with the Marketing and Communications team and the Philanthropy team to develop new approaches to inspire giving and increased fundholder engagement Requirements Key Competencies VCF’s culture empowers employees to do their best work every day, and we are committed to creating a safe, inclusive, and positive workplace. In keeping with our core values, we are seeking team players who value collaboration, diverse perspectives, and community. Demonstrated curiosity, integrity, respect, and initiative Solid research, problem-solving, and critical thinking skills Experience managing time-critical tasks alongside strategic visioning Ability to exercise discretion and demonstrate good judgment with sensitive and confidential information Experience in leading, coaching, developing, and evaluating staff performance Ability to translate complex technical or compliance information into clear, nonprofit-friendly communications Ability to delegate effectively Excellent written and verbal communicator of VCF’s mission and long-term business plan Proven ability to interact respectfully and effectively with a diverse range of partners, state and local leaders, fundholders, donors, and representatives from nonprofit organizations Ability to prioritize, organize, and manage competing assignments, projects, responsibilities, and clients Enthusiasm for working towards equity, justice, inclusion, and belonging for all Vermonters Proficiency in Salesforce or other CRM, the Microsoft platform, and database management tools Education Bachelor’s degree and at least five years of professional experience working on grant-making initiatives and data systems resulting in long-lasting positive impacts. Five or more years of active experience in a community leadership and impact role can substitute for a bachelor’s degree. Location This is a hybrid position requiring access to both the Middlebury and Burlington offices. Regular in-person meetings with the Community Impact team will be required. Travel to and working from the Middlebury office is required one to two times per month in accordance with the Foundation’s grants processing calendar.