Founded in 1989, the Asian American Federation (AAF) is one of the strongest leadership voices advocating for better policies, services, and funding that lead to more justice and opportunity for Asian immigrants, one of the most historically under-resourced communities in New York City. As an umbrella leadership organization, we represent 70 community-based organizations serving 1.5 million Asian New Yorkers, the fastest-growing population in the city.
We are seeking a full-time Senior Grants & Contracts Coordinator to perform intermediate-level analytical, compliance, and administrative work in managing AAF’s contracts with city and state agencies, as well as grant awards from private funders. The Senior Grants & Contracts Coordinator will ensure effective and efficient grants and contracts management.
The ideal candidate is someone with at least three years of experience navigating the government contracting process, working with financial reports and budgeting, managing grant/contract expense tracking and reporting processes, and who is extremely detail-oriented, with a passion for process improvement.
This person will report to the Grants & Contracts Manager and work closely with the COO and Finance team.
Core responsibilities will include:
● Administer the execution of multiple city and state contracts
● Track the reporting schedule for all grants and contracts, communicating and coordinating with the appropriate program staff and external partners to ensure the timely submission of financial and deliverables reports
● Maintain grants and contract records and documentation, including financial reports, deliverables reports, and supporting documentation in AAF’s grants management system to ensure the timely and successful completion of all grants and contracts.
● Administer subgranted funds to multiple subgrantees by preparing tailored Memorandums of Understanding, auditing financial and deliverables reports, and working with the Finance and Programs teams to ensure the successful completion of deliverables
● Develop and maintain positive and productive relationships with subgrantees, working in partnership with these entities and internal teams to troubleshoot challenges as they arise
● Provide trainings and one-on-one support to subgrantees to ensure their compliance with grant and contract requirements and support their capacity to deliver on those requirements
● Ensure timely contract close-out, renewal, or extension by tracking the completion of all transactions related to deliverables and reporting
● Serve as the internal expert for the grants management system in order to support, improve, and enhance grants and contracts reporting, internal reporting systems, and maintenance of historical records
● Ensure that program leads and subgrantees understand the necessary grants and contracts systems, policies, and procedures; and where policies and procedures do not yet exist, play a key role in working with relevant teams to develop them
● Support the Finance team in managing government contract audits, preparing requested documentation ahead of time and serving as a point person for all communications
● Perform other duties as assigned
● Bachelor’s degree required or equivalent professional experience
● A minimum of 3-4 years of relevant experience with grants or contracts administration, including the management of financial reports
● Experience with New York State and City contracts preferred
● Highly detail-oriented, with demonstrated ability to accurately track multiple grants and contracts concurrently
● Excellent written and verbal communication skills
● Exceptional organizational skills, with demonstrated ability to manage concurrent multiple assignments, meet tight deadlines, and prioritize accordingly
● Superior relationship management skills, with ability to work both independently and collaboratively
● Strong commitment to AAF’s mission and core values
AAF provides a comprehensive benefits package that includes 100% employee health care; dental and vision coverage; life insurance; as well as a 403(b) plan with 3% employer match and generous paid time off.
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