December 5, 2022 – Thank you for your interest.

We are  no longer accepting applications for the Grants Manager position.






Title:                    Grants Manager

Reports to:         CEO/President

Status:                Salaried, fulltime, exempt

Start Date          January 2023



The Coleman Foundation, Inc. is a private grant-making foundation established in 1951. The Foundation supports organizations that work in three areas of focus:  entrepreneurship, cancer care and health rehabilitation services, and developmental disability service organizations in the Chicago metro area. The current endowment is approximately $175 million, and the Foundation expects to make approximately 260 grants over four grants cycle in 2022. To learn more, visit the website at



RESPECT FOR COMMUNITY: We trust and build relationships with grantee partners and community experts to ensure that their knowledge and experiences guide our work.

EMPATHY: We are committed to understanding the experiences and perspectives of the people and communities that we serve.

RESPONSIVENESS: We foster a culture of learning, adaptivity, and innovation to be sure we take advantage of opportunities to create positive impacts as they arise.

RESPONSIBLE STEWARDSHIP: We manage the Foundation’s resources in a steady, transparent, and responsible manner.



You value our commitment to being a high performing team and thrive in a collaborative work environment that is grounded in mutual support and respect. You believe as we do that diverse expertise and perspectives create the best results. You’re fulfilled in a job that requires analytic ability to develop efficient processes and sift through information for what is most relevant and, at the same time, approach work with an equity mindset and prioritize listening and learning from others. You understand the privilege that work in philanthropy confers.



The Grants Manager’s primary responsibility is to lead, manage, and execute the Foundation’s process to ensure accurate and efficient administration and reporting of the Foundation’s grant-making activities – from letters of inquiry through invited proposals; grant review, approval, and awards; grant payments; grants data analysis; and final reporting. Special focus of this position is to oversee the continual improvement of grant management operational systems, processes, and policies for increased accuracy and efficient reporting of grant-related data.





  • Salary range is $80,000 to $84,000.
  • 100% employer-paid premiums for health, dental, vision, life, and short-and long-term disability insurance provided. Employer contribution to retirement plan at 15% of annual salary.



Grants Management (approximately 40% of the time)

  • Write, implement, update (when necessary), and monitor all grants management policies, workflow processes and procedures.
  • Provide support program staff, ensure adequate internal controls and quality controls of data, and to ensure timely completion of grant-making activities. Develop grant process deadline and inform staff of due dates. Work proactively with program staff on any issues that arise.
  • Work with all staff to customize dashboards, forms, templates, reports, and data structure. Improve grant workflow processes related to data entry and approvals. Produce internal data summaries, reports, coding verifications, grant statistics, geographic reports, and custom analysis as needed for the Board of Directors and staff.
  • Work proactively with the CFO to manage the efficient and accurate payment of grants. Assist in the creation of grantmaking budgets. Monitor, track, and report on the Foundation’s grantmaking budgets, ensuring for accuracy. Maintain and share grants payable reports, including multi-year grant payment schedules.


Grants Administration (approximately 40% of the time)

  • Administer the grants management database ensuring data integrity, accuracy, and completeness. Monitor active grants. Work with staff to address and resolve open issues.
  • Ensure compliance with IRS regulations and Foundation requirements for grants.
  • Assist the Executive Assistant with preparation for Board and committee events, calls and meetings, docket preparation, and managing A/V and other technology.
  • Prepare first draft of grant award letters and agreements; collaborate with staff to edit, as appropriate. Ensure all grant agreements are properly approved, executed, filed, and reflected in the database in a timely manner and before grant payments are requested. Ensure all documentation is complete.
  • Provide administrative support to the program officers in grantmaking.
  • Generate grantee mailing list requests.
  • Review, clean, and store information and data for annual audit purposes.
  • Manage the Employee-Board Matching Gifts program.


Grantee Relations (approximately 10% of the time)

  • Serve as the first response to applicant and grantee questions regarding application process, proposal status, subsequent payments, and other administrative inquiries. Provide timely and professional customer service in response to inquiries regarding grant status, compliance and procedures, and future opportunities.
  • Manage Letters of Inquiry process. Evaluate and communicate with program officers and applicants.
  • Serve as a representative of the Foundation at meetings and events with grantees and external partners.


Technology Support (approximately 5% of the time)

  • Serve as a member of the IT Admin team (along with the COO & Executive Assistant) to purchase and ensure maintenance of computer equipment, hardware, and software.
  • Coordinate phone and internet services and vendors for the organization, ensuring the smooth integration of these technologies.
  • Provide help desk support and initial troubleshooting to colleagues, liaison between staff and outsourced IT firm for advanced problems. Manage the relationship with the IT firm.


Other (approximately 5% of the time)

  • Serve as an active participant in the Peak Grantmaking membership group.
  • Attend and actively participate in staff and board meetings. Attend other educational programs when directed.
  • Maintain confidentiality of information, sensitive materials, and issues.
  • Promote a positive organizational culture, set an example for others by modeling a collaborative, communicative working style, develop professional and respectful work relationships with colleagues.
  • Conduct special projects and other duties assigned.



  • This position operates primarily in a professional office environment that is accessible. Some work at off-site locations may be required and those may not necessarily be fully accessible.
  • This role routinely uses standard office equipment. While performing the duties of this job, the employee is regularly required to talk or hear and read a computer monitor.
  • This workplace is a smoke- and drug-free environment.
  • Coleman Foundation is an Equal Opportunity Employer. Decisions and criteria governing the employment relationship with all employees are made in a non-discriminatory manner, without regard to race, ethnicity, creed, religion, color, sex, sexual orientation, gender identity or expression, age, national origin, citizenship status, military service and/or marital status, order of protection status, handicap, disability, or any other factor determined to be unlawful by federal, state, or local statutes.



  • Bachelor’s degree in data management and administration preferred or the equivalent work experience. Nonprofit work experience preferred.
  • Five years in data management and administration with a relational database system; some previous exposure to grants administration and grants management software.
  • Previous work experience working collaboratively in a team environment, managing projects that include external organizations and entities.
  • Advanced knowledge in Microsoft Office Suite.
  • Excellent financial and data management, project management, problem-solving and workflow/process design skills. Strong logic and analytical with solid understanding of complex data management.
  • Exemplary organizational skills with the ability to take initiative, multi-task, and respond to changing priorities and meet deadlines.
  • Superior interpersonal skills, high self-awareness, and sound judgment.
  • Solid planning and organizational skills with high attention to detail, accuracy, protocol, and deadlines.
  • Excellent written and verbal communication skills that are clear and concise.
  • Excellent customer service skills. Comfort working with a diverse constituency.



  • Please send cover letter, resume, required salary range, and where you learned of the position to:
  • Incomplete applications will not be considered.
  • Qualified candidates will be interviewed between mid-November and mid-December with an expected start date of early January 2023.


Fall 2022 Newsletter