Senior Specialist, Grants and Compliance

Senior Specialist, Grants and Best Practices

Planned Parenthood Federation of America (PPFA) and Planned Parenthood Action Fund (Action Fund) seek an ambitious and highly organized Senior Specialist, Grants and Best Practices.

• The Senior Specialist is responsible for coordinating the grant contracting process in close collaboration with the Office of the General Counsel.
• Provide backend administrative support within the grants management system (Fluxx).
• Maintain grant files and archives, and provide project management for grant administration tasks.

• Actively engage with internal and external stakeholders (national office staff, affiliate and ancillary contacts, external partners) to ensure collaboration, compliance, and a thorough understanding of grant and compliance processes, systems, and policies, in order to fully reach our functional objectives and vision.
• Work closely with the Office of the General Counsel to ensure grant agreements are processed in a timely manner and facilitate follow-up with grant program owners across the national office.
• Enforce e‑workflow for grant agreements that is compatible with grant software and complies with PPFA internal policies and best practices.
• Communicate with affiliate stakeholders as needed to support system‑related inquiries.
• Provide training, technical support, and onboarding to external grantees and internal staff on grant management systems.
• Engage partners in IT to resolve user tickets, implement system updates, and support user testing and quality assurance. Escalate technical or operational issues in service delivery.

• Support the Grants and Best Practices team and cross‑functional teams on maintenance and development of grants management system infrastructure (Fluxx).
• Serve as the primary liaison between the Grants team and the Office of the General Counsel on matters related to grant agreements, including creating and maintaining templates.
• Draft, track, and monitor grant contracts and payments with the Office of the General Counsel and Finance.
• Provide user testing, troubleshooting, and quality assurance related to new integrations and process improvements for grant operations, including but not limited to Asana, Coupa, Docu Sign, Google Suite, and anticipated updates to Planned Parenthood’s current grant contracting and payment models.
• Provide project management and administrative support for federation‑wide grant programs, including contracting, payments, document support, reporting and evaluation support, and best practice sharing.
• Using Asana and Google Suite, provide project management and administrative support for the Grants and Best Practices team, including calendar management, agenda creation, note‑taking, deliverable tracking, and follow‑up.
• Prepare general and ad hoc reports of grant‑related information as requested.
• Triage and track tickets related to system support from both internal and external users.
• Maintain processes that ensure grant compliance.
• Performs other duties as assigned.

• Minimum high school diploma or GED is required.
• 3 years of experience directly related to grant coordination or general project /administrative support required.
• Ability to work collaboratively and flexibly with a dynamic, fast‑moving team, completing multiple tasks with poise, accuracy, and confidence.
• Strong organizational, analytical, and problem‑solving skills.
• Strong oral and written communication skills.
• High proficiency in Google products and Asana; experience with Fluxx grants management software on an administrative level is highly preferred.
• Flexibility and ability to adapt quickly to changing priorities and ambiguous situations.

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