Business Manager, Grants & Operations
Position:
Business Manager, Grants & Operations
Reporting To:
Executive Director
Status:
Full-Time
Position Summary
The Business Manager, Grants & Operations works in alignment with the mission, vision, and values of United Way Alberta Northwest (UWABNW). Reporting to the Executive Director, this position is responsible for the day-to-day administrative and operational management of the organization while leading the full grant management lifecycle, from funding opportunity identification and proposal development to award administration, reporting, and closeout. The Business Manager plays a critical role in supporting organizational effectiveness, financial sustainability, and operational excellence.
Duties and Responsibilities
The responsibilities listed below describe the primary functions of this position. They are not intended to be an exhaustive list of all duties, and additional responsibilities may be assigned as organizational needs evolve.
Office Operations
- General Office Management: Manage office supplies, equipment, and facilities. Ensuring everything is well maintained and running smoothly.
- United Way Centraide Reporting: Coordinate the planning and timely completion of all United Way Centraide reporting requirements, ensuring compliance with reporting standards and submission deadlines.
- Scheduling and Coordination: Manage calendars, schedule meetings, and coordinate organizational events, including booking venues, arranging travel, preparing meeting agendas, recording meeting minutes, and distributing meeting materials as required.
- Communication: Serve as the primary point of contact for incoming communications, including telephone, email, mail, donors, volunteers, partners, and community stakeholders.
- Event Planning: Coordinate organizational events, workshops, meetings, and community activities, including logistics, registration, venue arrangements, and catering.
- Project Assistance: Provide administrative support for organizational projects through research, data management, documentation, and reporting.
- Volunteer Coordination: Support volunteer recruitment, onboarding, scheduling, and recognition initiatives.
- Public Relations: Assist with communications, newsletters, website updates, social media, and public relations activities.
- Other Duties: Perform other duties as assigned in support of the organization's mission and operational needs.
Grant Management
As the lead on UWABNW's grant portfolio, the Business Manager is responsible for managing grants from identification through closeout:
- Prospect Research & Strategy: Identifying and researching new grant opportunities (foundation, corporate, government) aligned with UWABNW's programs and strategic priorities; maintaining a grants calendar of deadlines and funding cycles.
- Proposal Development: Drafting, coordinating, and submitting grant applications and letters of inquiry, including budgets, narratives, and supporting documentation; working with program leads to gather accurate program data and outcomes.
- Award Management: Reviewing and interpreting grant agreements and funder requirements; setting up internal tracking systems for deliverables, budgets, and reporting deadlines once a grant is awarded.
- Financial Tracking & Compliance: Monitoring grant spending against approved budgets; ensuring expenditures comply with funder terms and conditions; liaising with finance/bookkeeping on grant-related transactions and reconciliations.
- Reporting: Preparing interim and final narrative and financial reports for funders, ensuring accuracy and timely submission; collecting outcome data and impact evidence from program staff, also including Annual Report, Impact Report and Strategic Report.
- Grant Renewal & Closeout: Managing grant closeout requirements (final reports, documentation retention); assessing and pursuing renewal or continuation funding where appropriate.
- Relationship Management: Maintaining professional relationships with funders and program officers; representing UWABNW in funder communications and site visits as needed.
- Performance Expectations:
o Maintain 100% on-time submission of grant applications and reports.
o Maintain an accurate grants calendar and compliance tracking system.
o Ensure grant files and documentation are complete and audit-ready.
o Support achievement of annual organizational fundraising objectives through successful grant management.
o Foster positive relationships with funders and community partners.
Qualifications and Requirements
- Works with minimal supervision in a confidential environment.
- Minimum three to five years of experience in nonprofit administration, philanthropy, grant management, or a related field.
- Experience with grant writing and grant management strongly preferred.
- Familiarity with nonprofit financial reporting and budget management.
- Demonstrated initiative and the ability to work independently with minimal supervision.
- Strong interpersonal skills with the ability to work collaboratively across teams and with community partners.
- Successful completion of a Criminal Record Check.
- Possession of a valid Driver's License.
- Clean Driver's Abstract.
Core Competencies
The successful candidate will possess the skill sets included but not limited to the following:
Organizational
- Ability to manage and prioritize multiple tasks efficiently.
- Expertise in maintaining orderly schedules, files, and records.
Communication
- Excellent written and verbal communication abilities.
- Proficiency in drafting professional correspondence, reports, and presentations.
- Strong interpersonal skills for interacting with staff, clients, and stakeholders.
Discretion and Confidentiality
- Capacity to handle sensitive information with the utmost confidentiality.
- Trustworthy and ethical in managing confidential communications and documents.
Attention to Detail
- High level of accuracy in work, particularly when managing calendars, preparing reports, and reviewing documents.
- Meticulous in ensuring all details are correct and tasks are completed to a high standard.
Time Management
- Effective at managing one's own time and the time of others, particularly in a fast-paced environment.
- Ability to meet deadlines consistently and efficiently.
Technical Proficiency
· Proficiency in using AI-assisted writing, research, and design tools to improve efficiency while maintaining accuracy, quality, and organizational standards.
· Strong proficiency in Microsoft Office Suite (with particular strength in Excel and PowerPoint) and Google Workspace.
· Familiarity with office equipment and technology, including video conferencing tools and project management software.
Problem-Solving Skills
- Strong analytical abilities to anticipate and resolve issues proactively.
- Innovative in finding solutions and improving office processes.
Adaptability and Flexibility
- Comfortable with change and able to adapt to new situations and challenges.
- Versatile in handling a variety of tasks and able to switch gears quickly when priorities shift.
Professionalism
- Consistently demonstrates a professional demeanour and appearance.
- Exhibits strong work ethic, reliability, and punctuality.
Grant & Financial Acumen
- Ability to interpret funder guidelines and ensure compliance throughout the grant lifecycle.
- Strong budgeting skills and comfort working with financial data and reconciliations.
- Persuasive, evidence-based writing for proposals and funder reports.
Working Conditions
Environmental
The working conditions for this position are primarily office-based, offering a professional, well-lit, and structured environment conducive to productivity and collaboration. Ergonomic furnishings, essential technology, and meeting spaces support daily tasks. Occasionally, remote work may be required for added flexibility. Occasional evening and weekend work, as well as local travel, may be required to support meetings, community events, and organizational activities.
Physical Demands
This position involves minimal physical demands. Employees spend most of their time seated at a desk, using computers and other office equipment. Light lifting and occasional reaching for materials may be required.
Mental
Working in an office environment entails various mental demands. Employees need strong cognitive skills, including problem-solving, critical thinking, and decision-making. Employees will often handle multiple tasks simultaneously, manage time efficiently, and adapt to changing priorities.
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About United Way Alberta Northwest: Our mission is to acquire and coordinate resources to improve the quality of life for people in need, with a specific focus on “All That Kids Can Be – Tackling Youth & Child Poverty”. Serving this region and City for over 50 years.
Core Values:
o Diversity: Embracing the presence of differences, including race, ethnicity, gender, age, sexual orientation, disability, and socioeconomic status.
o Equity: Ensuring fair treatment, access, opportunity, and advancement while identifying and eliminating barriers.
o Inclusion: Creating environments in which all individuals feel welcomed, respected, supported, and valued.
o Salary Range: Negotiable based on experience and includes a full health benefit package, paid time off, professional development encouraged, and flexible work arrangements.
Pay: From $55,000.00 per year
Benefits:
- Dental care
- Extended health care
- On-site parking
- Paid time off
- Vision care
Work Location: In person
