The AIDS Foundation of Chicago (AFC) mobilizes communities to create equity and justice for people living with and vulnerable to HIV and related chronic diseases. We envision a world in which people living with HIV and related chronic diseases will thrive, and new HIV infections will be rare. Our work focuses on improving health equity, preventing new cases of HIV, serving as a collaboration and knowledge center, and being a bold voice for change.
We are seeking for an individual to serve as our Director of Grants and Contracts. The Director of Grants and Contracts is responsible for the management and improvement of the grants and contracts process. The Director also ensures the Grants and Contracts team provides high quality and timely support to the work of the organization, with a focus on overseeing grants and contracts budgets while maintaining excellent relations with internal and external contacts.
Principal functions and responsibilities of this position include the following:
Grants and Contracts Management
Manage and improve the grant process through the development and maintenance of standardized procedures from grant processing through grant management;
Oversee grants and contracts, including preparation of grant and subcontractor budgets and budget revisions; oversee sub-contracts;
Complete budget submission process (i.e., completion of budget forms, entering budgets in online systems);
Oversee and complete funder-required financial reports;
Review and approve subcontractor reimbursement voucher requests;
Draft and review subcontract agreements;
Ensure subcontract agreement templates are regularly updated;
Ensure compliance with existing laws, government regulations, and terms and conditions of awards;
Stay abreast of reporting requirements and ensure appropriate reports are completed and data and reporting requirements are met;
Ensure readiness for fiscal site visits and audits by funders; oversee fiscal monitoring of subcontractors;
Collaborate with program leads to schedule site visits;
Ensure contract close-out, extension or renewal;
Provide oversight of the organization’s annual audit confirmation letters to sub-contractors;
Ensure completion of audit confirmation letters from subcontractors;
Co- manage and monitor grants and contracts database; ensure required documentation is collected and uploaded;
Respond to requests from partner agency finance and contract directors to discuss matters related to the subcontract agreements;
Participate in the various departmental quarterly fiscal reviews as well as bi-monthly housing contract meetings.
Team Leadership and Supervision
Support the development and achievement of team goals and related strategic plan items;
Supervise Grants and Contracts team; provide guidance on all matters related to grants and contracts; promote teamwork among staff;
Manage performance and complete performance evaluations; recommend salary, and other personnel actions in accordance with personnel policies and procedures;
Assist in the recruitment and selection of team staff;
Work in collaboration with the department team to maximize the effectiveness of the Finance and Operations department;
Provide training and guidance to assigned staff; ensure staff is cross-trained on all contracts;
Participate in working groups, councils and committees.
Assist the Chief Financial Officer on other department-related matters as needed;
Assist with agency-wide activities as directed, including Annual Meeting, AIDS Run & Walk, and others;
Maintain and update job knowledge by participating in training and educational opportunities, reading professional publications, and participating in professional organizations;
Protect organization's value and manage risk by keeping information confidential;
Perform other duties as assigned.
Bachelor’s degree in Accounting, Finance, Business or related field AND 6 or more years of federal contracts experience (i.e., Working with and understanding the Office of Management and Budget circulars, in particular A-122 uniform guidance, Code of Federal Regulations, and agency specific guidelines)
PLUS 3 years’ experience using intermediate Microsoft Office functionality (for example, Excel, Word, Outlook, PowerPoint)
PLUS 4 or more years supervisory experience
3 or more years’ experience working in a 501c3 organization
5 or more years’ supervisory experience
Certified Public Accountant
Knowledge, Skills, and Abilities
Strong attention to detail and the ability to provide efficient, quality service to both internal and external customers/contacts.
Ability and willingness to respect and value the differences and perceptions of different groups/individuals.
Solid knowledge of budget forecasting and the ability to establish and execute budgets by understanding budget needs.
Solid financial acumen and strong contract interpretation skills.
Solid judgement as well as the ability to take initiative and work independently. This includes the ability to manage multiple tasks while staying focused on achieving goals.
Strong written communication skills along with the ability to use various Microsoft Office applications, specifically Excel, in order to perform job duties such as creating documents and spreadsheets.
Solid supervisory skills along with the ability to manage and resolve conflicts or disputes between individuals.
Decisions and criteria governing the employment relationship with all employees at AIDS Foundation of Chicago are made in a non-discriminatory manner, without regard to race, ethnicity, creed, religion, color, sex, sexual orientation, gender identity or expression, age, national origin, citizenship status, military service and/or marital status, order of protection status, handicap, disability (including HIV/AIDS status), or any other factor determined to be unlawful by federal, state, or local statutes.
AFC mobilizes communities to create equity and justice for people living with and vulnerable to HIV and related chronic diseases.
People living with HIV and related chronic diseases will thrive, and new HIV infections will be rare.
To realize our mission to mobilize communities to create equity and justice for people living wi...th and vulnerable to HIV and related chronic diseases, we will:
Improve health equity.
We will increase access to high-quality, comprehensive prevention, care and housing services free from stigma.
Prevent new cases of HIV.
We will reduce new HIV infections through innovative approaches to prevention, care, housing and education with a focus on most-impacted populations.
Serve as a collaboration and knowledge center.
We will be a thought leader and resource center to create and share best practices, innovations and models.
Be a bold voice for change.
We will be a leading voice to mobilize advocates and people living with HIV and related chronic diseases to transform systems, policies, and resources.
Commitment to Priority Populations
Anyone can become infected with HIV, but HIV and related chronic diseases disproportionately impact certain populations in distinct geographic areas. We can have the greatest impact on the HIV epidemic by focusing our efforts on those most-impacted by HIV, based on epidemiological data and unmet need:
• Young Black gay and bisexual men
• Transgender women of color
• Black women living in high-incidence areas
• Latino gay and bisexual men
Factors that drive the HIV epidemic and health inequities that we will address include:
• Sex work
• Drug use
• Lack of access to health care
• Immigration status
AFC will also work to meet the evolving needs of older adults with HIV and long-term survivors.
Commitment to Organizational Excellence
To strengthen AFC as an organization, we will move to a talent management framework, develop staff and Board leadership, implement long-range business planning with a focus on diversity and inclusion, and ident