Manager of Grants Administration

Allies In Hope; Houston (TX); On-site; USD 90,000 - 120,000; Full time

Job summary

Allies In Hope is seeking a cross-functional advancement professional to strengthen institutional giving through strategic planning, research, and funder relations. The role focuses on developing annual giving plans, managing a robust pipeline, and coordinating with program and finance teams to align funding with mission priorities.

Responsibilities include leading the grants lifecycle, drafting proposals and budgets, and ensuring timely reporting and compliance, while maintaining organized

Qualifications

• Develop and implement an annual institutional giving plan aligned with organizational priorities.
• Identify and pursue new institutional funding opportunities through prospect research.
• Build and maintain relationships with program officers, funders, and institutional contacts.

Responsibilities

• Lead the full grants lifecycle for assigned institutional funders, including concept development, proposal writing, budgeting, submission, reporting, and stewardship.
• Prepare letters of intent, grant proposals, budgets, and related materials tailored to funder priorities.
• Coordinate internal reviews and approvals, ensuring timely submissions and compliant reporting.
• Maintain standardized language and up-to-date statistics for use across proposals and materials.
• Support data management and internal coordination to track awards, reporting deadlines, and stewardship activities.

Job description

This role is cross-functional, providing strategic, operational, and relationship-management support to strengthen institutional giving and advance the goals of the Advancement department:

Summary of Primary Responsibilities:

Institutional Giving Strategy, Portfolio Management & Funder Relations

• Works with the Senior Director of Advancement to develop and implement an annual institutional giving plan, including renewal, upgrade, and new business strategies aligned with organizational priorities and Advancement goals.
• Conducts prospect research to identify new institutional funding opportunities aligned with Allies in Hope's mission, programs, and strategic priorities, and maintains an active pipeline of qualified prospects.
• Builds and maintains professional, responsive relationships with program officers, corporate contacts, and institutional representatives through regular communication, briefing preparation, follow-up, and site visit coordination.
• Prepares briefing materials, talking points, and follow-up documentation for leadership and program staff participating in funder meetings, calls, and presentations.
• Collaborates closely with Programs, Finance, and Leadership to ensure institutional funding opportunities are strategically aligned, realistic, and mission centered.

Grants Lifecycle Management & Proposal Development

• Leads the full grants lifecycle for assigned institutional funders, including concept development, proposal writing, budget coordination, submission, reporting, and stewardship.
• Drafts, edits, and finalizes letters of intent, grant proposals, corporate requests, sponsorship packages, and related institutional giving materials tailored to each funder’s priorities and requirements.
• Works with program and finance staff to develop clear, accurate, and funder-aligned budgets and budget narratives, ensuring consistency with organizational financials and approved program structures.
• Ensures that all grant narratives and reports accurately reflect program models, measurable outcomes, client impact, and organizational priorities.
• Coordinates internal review and approval processes for proposals and reports, including deadline management, collection of required attachments, and compliance with submission requirements.
• Maintains standardized language, current organizational statistics, and case-for-support content for use across institutional proposals and supporting materials.

Grants Administration, Compliance & Reporting

• Serves as the primary administrator for grants and institutional awards, ensuring on-time submission of all required reports, renewals, payment documentation, and compliance materials.
• Maintains a comprehensive grants calendar tracking proposal deadlines, reporting dates, payment schedules, grant periods, and key stewardship touchpoints.
• Works closely with Finance to support award setup, restricted revenue tracking, documentation of grant terms, and reconciliation of reporting requirements.
• Monitors grant agreements and outcomes of commitments, ensuring internal stakeholders understand deliverables, data requirements, restrictions, and timelines.
• Supports internal grants compliance by tracking restricted funding requirements, coordinating documentation, and helping prepare materials related to audits, monitoring, or funder inquiries.
• Maintains organized, accessible digital records of proposals, agreements, reports, correspondence, and supporting documentation in accordance with organizational policies.
• Administers government awards and pass-through sub-awards - including federal, state, county, and municipal funding - in accordance with applicable requirements, including 2 CFR 200 (Uniform Guidance), ensuring that costs are allowable, allocable, adequately documented, and incurred within the approved period of performance.
• Prepares and submits applications, amendments, and required reports through funder portals and grant management systems, including Grants.gov, federal agency reporting systems, state, county, and local health department platforms as applicable.
• Supports single audit, funder monitoring, and site-visit activities by assembling requested documentation, tracking corrective action items, and coordinating responses with Finance, Programs, and leadership.
• Handles client-level and program data used in proposals and reports in accordance with HIPAA, agency confidentiality policies, and funder data-use requirements, ensuring that protected health information is not disclosed without appropriate authorization.

Data Management, Tracking & Internal Coordination

• Maintains accurate and current institutional funder records in the donor management and advancement systems, including contacts, proposals, awards, payment schedules, reporting obligations, and stewardship activity.
• Supports the development of dashboards and reports tracking institutional giving activity, including pipeline status, submissions, awards, declines, pending requests, and year-over-year results.
• Coordinates internal information flow related to institutional funding, including sharing award decisions, key funder feedback, deadlines, and compliance expectations with relevant staff.
• Contributes to board and leadership reporting through the preparation of institutional giving summaries, prospect lists, and progress updates.