Join Our Team as Grant Specialist, GA Alliance

About Us:

At Boys & Girls Clubs of America, we're more than an organization; we're a community dedicated to transforming lives. Our mission is to empower young people, especially those who need us most, to reach their full potential as productive, caring, and responsible citizens. Our HR Mission is to support the success of our employees and strengthen BGCA, while our HR Vision is to attract, develop, recognize, and retain talent, fostering a people-first culture that empowers growth, inclusion, and engagement.

Click here, Working At BGCA, to hear from our President and CEO, Jim Clark, about what makes working at Boys & Girls Club of America (BGCA) so special.

LOCATION: REMOTE (Southeast Region)

JOB SUMMARY

Under the supervision of the Director, GA Alliance, the Grants Specialist, is responsible for performing a variety of data entry and fiscal reporting duties & site visits, as well as other administrative tasks in support of the GA Alliance of Boys & Girls Clubs. This position ensures grants are administered to member Boys & Girls Club Organizations (Clubs) across Georgia, ensuring timely and appropriate disbursements of allowable expenditures in accordance with applicable federal government regulations and guidelines, and the terms of the federal grant awards. Will assist in drafting and obtaining documents to support grant proposals for funding in support of Club activities and programs. This position is funded through federal grants and may be discontinued upon expiration of some or all funding. 

ESSENTIAL FUNCTIONS

• Generate error-free communications, emails, letters, and reports, including but not limited to grant activation and closeout, and e-mails to Clubs.
• Knowledgeable of overarching guidance and the 2CFR200- Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards and other applicable federal or state and organizational requirements (programmatic and fiscal) applicable to grants.
• Knowledgeable of stated grant and project expenditure guidelines of each funder (review fiscal expenditure reimbursement request, missing documents, receipts, payroll records, monthly expenditure summary form and the supporting documents submitted from Clubs; perform accuracy, validity checks, and audits to ensure information integrity).
• Monitor & Evaluate Program Quality: Conduct assessments using approved standards and outcome metrics to ensure compliance and effectiveness.
• Analyze & Report Outcomes: Collect and interpret data on youth engagement and achievement; prepare reports for stakeholders and audits.
• Implement Continuous Improvement: Develop and execute strategies to enhance program quality based on evaluation findings and best practices.
• Provide support as needed during technical assistance workshops on project programs, budgets/expenditures to Club staff.
• Analyze expenses to assess appropriate relation to funded project, allowable costs, and audit risk of grant sites. Disallow costs that are not in accordance with the approved budget or not in compliance with the federal guidelines or the terms of the LOAs and email club CEOs of disallowance.
• Produce reports or workbooks necessary for tracking, reporting and compliance of the grant activities as indicated and needed such as dashboards, monthly billing totals and buildout excel workbooks for all member organizations for each month reporting.
• Prepare all approved financial reports for distribution to grant office portal and filing, ensuring all documentation is complete and organized. Submit reports by designated due dates as per agreements with funding agencies.
• Monitor progress of grants and as necessary, advise the Director and Specialists, of non-compliant organizations and develop a course of action to achieve desired results by Georgia Alliance.
• Manage designated Portal and/or create/support excel workbook reporting process and updates.
• Following the review and approval of financial reports by Director and Specialists, review financial report totals and data in portal or excel workbooks for accuracy.
• Determine organizations that are eligible for reallocations and budget amendments and those which will be obligated to meet additional grant requirements.
• Responsible for ensuring all data, files, related documents, and records are accurate, up-to-date, and properly maintained.
• Assist with reconciliation of Alliance grant expenditures to the general ledger on an ongoing basis.
• Assist with preparation of Annual Meeting, State Youth of the Year celebration and other event planning as needed.
• Facilitate communication with organization(s) regarding Alliance financials, site visits to Clubs and provide input for GA Alliance reporting to Board and at the Annual Meeting.
• Support and participate in scheduled site visits for audits and reviews as needed.
• Support & participate in the coordination of committee meetings as assigned to empower program development, objectives, and agendas.
• Assist with preparation of Annual meeting, State Youth of the Year celebration and other event planning as needed.
• Support annual Alliance organizational registration with Secretary of State’s office.
• As needed, provide administrative support to GA Alliance team (i.e., contacting Clubs re: grant, generating reports, filing, mailing financial reports, or supporting documentation). This includes, but is not limited to, overseeing management and review of the GA Alliance Department e-mail box; assisting with department filing via systems; processing/preparing SRA documentation; and preparing daily requests/audit paperwork.

ADDITIONAL RESPONSIBILITIES

• Coordinate and monitor communications to Clubs.
• Perform other related duties and special projects as assigned by Director.
• Demonstrate BGCA mission driven ICARE values and integrate these beliefs into our environment and ways of work.
• Adhere to organizational policies and procedures as described in BGCA's Employee Handbook and elsewhere.

SUPERVISION EXERCISED

• No direct reports

EDUCATION AND EXPERIENCE 

• Bachelor’s degree or education/experience equivalency. 
• Minimum of three years general administrative/office support experience in a corporate environment or office setting. 
• Prior fiscal support experience with expense tracking, grant budgets and/or auditing preferred 

SKILLS 

• Ability to comprehend and apply complex federal government regulations and guidelines to varying circumstances and situations. Demonstrated high standards of ethics and integrity. Intermediate Microsoft Word and Access skills; highly proficient in Microsoft Excel and Outlook; demonstrated excellence in customer service support; sound judgment; highly organized in all ways (thinking, communicating, work responsibilities and desk space); high level of accuracy and attention to detail; ability to work well under pressure; excellent written, verbal and interpersonal communication skills; and ability to articulate clearly with diplomacy, tact and conciseness via phone and in person to all customers. 

ABILITIES 

• Ability to accurately key financial data and other information into computer-based programs; execute basic mathematical calculations, functions, and verifications; carry out simple and detailed instructions; ability to effectively interact with management, co-workers, Clubs, public officials, and others; provide excellent internal and external customer service; ability to perform a variety of duties, and quickly prioritize tasks to meet departmental and organizational needs. The ability to work under pressure and meet critical deadlines during the life of a grant cycle is required. 
• Physical requirements include ability to sit for six to eight hours a day; sight, hearing and skills essential for successful communications include speaking; ability to bend and stoop; occasionally lift 1-3 large boxes weighing 10-20 lbs., and use manual dexterity skills for filing, answering phones and general office work

ENVIRONMENTAL & WORKING CONDITIONS

• Remote position, Normal Office Environment 
• Participate in on-site visits- Less than 20% travel expected