Grants and Information Systems Manager

The William Penn Foundation, founded by Otto and Phoebe Haas in 1945, is a leading American philanthropy located in Philadelphia with over $3.3 billion in assets and a $150 million annual grant budget. Our approach to grantmaking is focused on one central idea: let’s help make more lives better by connecting more people to more opportunities and more resources. We aim to do this work in the Philadelphia region particularly for groups of people who have often been shut out of opportunity in the past because of disinvestment, discrimination, or systemic inequities.

The Foundation makes grants in five programs, primarily focused in Philadelphia and its surrounding counties:

• Arts and Culture – Increase access to diverse, inclusive arts and culture experiences.
• Children and Families – Expand access to programs and resources that support the healthy development and academic success of young children, ages 0-8.
• Environment and Public Space – Increase access to the benefits of natural areas, public spaces, and community assets while decreasing harmful impacts on the environment.
• Democracy and Civic Initiatives – Expand engagement in democratic processes and collaborative efforts that make the city and region responsive to the needs of residents.
• Workforce Training and Services – Support Philadelphia residents to successfully prepare for, secure, and retain family sustaining employment.

In pursuing our program goals and objectives, we will be guided by the following values:

• Prioritize opportunities for communities that have been most affected by economic inequity, racial discrimination, and other forms of injustice.
• Elevate community voice.
• Value partnership, collaboration, and transparency.
• Minimize and respond to the impacts of climate change.
• Leverage our leadership to advance important citywide and regional initiatives and to respond to changing needs of the city and region.
• Share our learning locally and nationally.

Further information on the principles that define these values is available on the Foundation’s website: https://williampennfoundation.org/funding/understand-our-grantmaking 

Position Overview
The Grants and Information Systems (GIS) Manager will oversee and manage the grantmaking process, including: proposal submissions, grant award processes, and the production of materials for quarterly Board meetings. This person will work closely with the Program Team, including attending regular meetings with each program area, to support their proposal review, development of materials for grant recommendations, and ongoing relationship with grantees. This individual will be responsible for ensuring high standards of data quality and accuracy in all materials prepared for the Board and in the grants database to enable reliable reporting and decision-making. This role will focus on optimizing grant workflows, improving transparency, and utilizing digital tools for effective communication, reporting, and decision-making. In addition, the Grants and Information Systems Manager will develop deep knowledge of the organizations’ grantmaking process; manage relationships with internal and external stakeholders; and serve as an internal subject matter expert on issues related to their areas of responsibility.

Grants & Program Operations Responsibilities

• This position reports to the Director of Grants and Information Systems
• Oversee the grant proposal submission process ensuring compliance with internal guidelines, external regulations, and Foundation deadlines.
• Ensure timely and accurate processing of grants, while maintaining alignment with organizational goals and regulatory requirements.
• Manage project timelines and Request for Proposal (RFP) processes.
• Leverage current technology platforms and systems to streamline and enhance the grantmaking process, ensuring efficient management of applications, data tracking, and compliance.
• Manage the grant award process by ensuring final decisions are accurately recorded and preparing award contracts.
• Manage all aspects of quarterly production of Board materials, including coordinating with various departments to gather necessary information, organizing and formatting docket materials, and meticulously preparing other relevant attachments for mailout.
• Ensure accuracy and completeness of all grant-related documents through the editing process and layout, and generate grant reports.
• With GIS team, Chief Philanthropy Officer, and others, develop annual grantmaking process calendar and communicate Foundation-wide deadlines.
• Oversee and manage the Director Discretionary and Matching Gifts processes, including assisting users with the Giving Portal, addressing questions from eligible participants, sending reminders to participants, and managing fund balances.
• Develop and implement comprehensive data quality management to ensure the accuracy, consistency, and reliability of data in the grants database.
• Provide hands-on support for staff members to effectively input data and create reports for review and analysis of grantmaking.
• Meet regularly with program teams to gather needed information and support their grant development and record keeping.
• Coordinate with the Senior Research Officer on documenting and tracking Foundation-wide grantmaking metrics and measurements as needed.
• Coordinate seamlessly with executive leadership, program teams, and other departments to gather information, address questions, and support organizational needs.
• Participate in full staff, program team meeting, and weekly team meetings with program staff and the GIS team.
• Generate reports and data analysis for program and finance team as needed.
• Other responsibilities as assigned.

Technology Management Responsibilities 

• Collaborate with the GIS team, program team, and other departments within the Foundation (including the Information Technology Manager) to identify technology needs and opportunities to drive operational efficiency.
• Effectively manage and leverage existing systems and tools to streamline processes, promote innovation, and drive a culture of continuous improvement and ensure scalability, security, and efficiency.
• Assist in training, setup, and maintenance for collaboration platforms and meeting technologies, ensuring effective use and smooth operation.

Expected Competencies & Qualities

• Meticulous attention to detail.
• Effective time management on multiple timeframes and priorities. 
• Knowledge of grant proposal and award processes and regulations that govern grantmaking.
• Proficiency in project management, including timeline management and scope control.
• Expert planning, problem-solving, and critical thinking skills, including comfort and experience asking and answering challenging questions.
• Expertise in data quality management and database accuracy.
• Adaptive, flexible to change and committed to continuous improvement.
• Skilled in identifying issues and implementing solutions.
• Team-orientation with strong interpersonal skills, demonstrated ability to collaborate, communicate, and achieve actionable results with others, and to build strong and sustainable relationships and engagement with all levels of the organization.
• Open, accessible communicator. Express curiosity for learning.
• Active and empathetic listener.
• Commitment to equity and inclusion in everyday practice and approaches to grantmaking.

Required Education, Training, and Experience

• Bachelor’s degree in business administration or a related field.
• A minimum of 8 years of relevant on the job work experience, including supervisory experience.
• A minimum of 8 years of experience in a leadership role, working with senior level managers.
• A minimum of 8 years experience working with non-profit organizations and with issues related to institutional funding. 
• Proficiency in Internal Revenue Service regulations related to foundations, philanthropic practices, and non-profit funding.
• A minimum of 8 years project management experience.
• Data management experience.
• Demonstrated understanding of current trends in grants and information management. 
• 3-5 years of Salesforce experience.
• High level of proficiency with Microsoft Office including Outlook, Word, PowerPoint, and Excel, and virtual meeting technology (Zoom, Teams, etc.).
• Strong written and verbal communication skills including the ability to communicate technical concepts to technical and non-technical audiences.
• Vendor and contractor management experience preferred.

The William Penn Foundation is an equal opportunity employer and considers applications without regard to race, color, religion, creed, age, gender, marital status, or sexual orientation. All who believe they meet the stated qualifications are invited to apply.