Data and Grants Manager

Location
:
Chicago, hybrid 3 days/week in office

NOTE: DO NOT APPLY VIA LINKED IN - SEE APPLICATION INSTRUCTIONS BELOW

The Coleman Foundation is a private grant-making foundation with an endowment of approximately $180 million. Supported by our community-minded board of directors, our small, collaborative staff is committed to ensuring that our grantee partners are equipped to meet the unprecedented challenges of 2025 and beyond. This year we are implementing new strategies for our 3 program areas:
Entrepreneurship, Health and Intellectual & Developmental Disabilities, and making approximately 100 grants totaling $9 million. Learn more:(Use the "Apply for this Job" box below)..org

The Data and Grants Manager (DGM) is a pivotal new hire that will partner with leadership to modernize grantmaking systems. Leading Fluxx administration and cross-functional integrations (finance, operations, and program), the role builds end-to-end processes that make data reliable, accessible and actionable across the foundation. The DGM will operationalize new leadership priorities by streamlining compliance, strengthening grantee experience and creating a durable, data-driven backbone for current and future strategies.

The DGM will be instrumental in shaping, executing and overseeing our grantmaking policies, systems, and processes. This role ensures seamless management of the entire grant lifecycle—from application intake and data oversight to reporting and stakeholder engagement. In addition to operational responsibilities, the DGM will spearhead initiatives that enhance and modernize the foundation’s grantmaking approach, playing a vital role in advancing its long-term mission and impact.

To be effective in this position, the DGM will work collaboratively across multiple internal and external constituents, demonstrating a deep understanding of the needs of applicants, grantees, Foundation leadership and other stakeholders, ensuring that those perspectives are incorporated in the grant-making process.

• Manage and continuously work to improve the Foundation’s Fluxx grants management system (GMS), processes and capabilities for greater efficiency and efficacy.
• Proactively design and conduct training for staff, board, consultants and grantees to support shared understanding of our grantmaking policies and processes. Ensure the team is updated on new functionalities including AI and other integrations.
• Lead the Foundation’s grant cycle work of award management, funding, payment and reporting.
• Serve as an expert resource on industry grantmaking best practices through participation in professional development opportunities through Fluxx, PEAK Grantmaking, etc.

• Ensure seamless integration of the Fluxx grants management software with the Foundation’s accounting (Quick Books Online, ) and operating systems.
• Serve as lead for Fluxx technical support; escalating issues to Fluxx Helpdesk as needed.
• Coordinate and conduct functionality testing of system upgrades and updated configurations; track and resolve system issues with Fluxx.
• Ensure and evaluate the integrity of grants-related data and systems, and systems records.
• Process grantee audit and nonprofit status confirmations.

• Prepare, send, and track award letters, grant agreements and related documents, confirming compliance with IRS regulations and Foundation requirements.
• Work closely with the CFO to process, track, and record grant payments. Manage process to ensure grant budget allocation is consistent and accurate.
• With the CFO, ensure compliance with tax laws governing the Foundation’s grants and source of funding.
• Remain up to date on foundation and nonprofit best practices, grant-making guidelines and regulations and manage and recommend changes for new and existing grantmaking policies, including the incorporation of new tax and charitable contribution laws.

Serve as the primary contact for past, current, and prospective grantee inquiries about the grants process (including eligibility, application, approval, grant agreements, payments and…