Reports To:  Senior Director, Philanthropic Partnerships and Strategy 

FLSA Status:  Exempt

FTE Status:  FTE 1

Supervises:  Grants Assistant, Grants and Development Systems 

Salary Range: $85,000 - $95,000 commensurate with skills and experience

Posting Date:  February 8, 2023

Closing Date: Application review will begin on February 21, 2023. Interviewing candidates on a rolling basis.

Organizational Overview

Health Care Without Harm (HCWH) seeks to transform health care worldwide so the sector reduces its environmental footprint and becomes a leader in the global movement for environmental health and justice. We believe health care, as the only sector with healing as its mission, has an opportunity – and obligation – to use its ethical, economic, and political influence to create an ecologically sustainable, equitable and healthy world. HCWH in the U.S. works to achieve its mission in collaboration with its sister organization, Practice Greenhealth , the leading nonprofit membership and network organization for sustainable health care that delivers environmental solutions to more than 1,500 hospitals and health systems throughout the United States and Canada.

Position Description 

The Associate Director, Grants and Development Systems works closely with Health Care Without Harm (HCWH) program, development, operations, and executive staff to coordinate data management and communication across the continuum of HCWH’s grant lifecycle and processes via HCWH’s donor data management systems (Salesforce constituent relationship management system and development team shared drives). They ensure streamlined maintenance and organization of HCWH’s development data and ensures data is available, accurate, and up to date. They also support frontline fundraising staff on logistics related to external communications and events.

Primary Objectives

• Manage HCWH’s donor data management systems; including Salesforce and the development team shared drive
• Manage grant lifecycle and processes
• Ensure real-time, accurate fundraising performance metrics are available at all times for executive team and frontline fundraisers
• Support the organization’s annual revenue projections and budgeting process
• Provide logistical support, back-end support for development department-led external communications and events

Essential Functions

Grants Management (50%)

Data Management of Prospect Identification & Qualification:

• Create and manage individual and organizational contacts in Salesforce and the Development Drive as new information is identified and shared by HCWH program and development staff and our contract prospect researcher;
• In coordination with frontline fundraising staff, track and capture all funder and donor prospect activity from leadership and staff in Salesforce and on internal development drives and ensure that all related data is organized, current, accurate, and complete;
• Bring more consistency to our approach of reaching diverse donor partners/prospects and foster inclusive practices.
• Coordinate with frontline fundraising staff to track prospect moves on a monthly basis by coordinating a monthly prospect review during weekly planning calls between development and program leadership.

Data Management of Solicitation/Grant Opportunity Tracking:

• Enter grant opportunities in Salesforce once identified and shared by HCWH program and development staff;
• Coordinate with frontline fundraising staff to track opportunity moves on a monthly basis by leading a monthly prospect review during weekly planning calls between development and program leadership.

Grant Proposal Submission:

• Coordinate with frontline fundraisers and program staff to ensure on-time, comprehensive submission of online grant proposals to funder portals or via email, as appropriate;
• Track grant proposal status and update Salesforce should status change;
• Coordinate with frontline fundraising staff to track opportunity moves on a monthly basis by leading a review during weekly planning calls between development and program leadership.

New Awards: 

• Review grant agreements prior to submission for signature by a member of the Executive Team or other designated signatory;
• Ensure there is sufficient information in the agreement to allow the organization to plan for deliverables and payments;
• Flag any areas for concern in agreements for Sr. Director of Philanthropic Partnerships and Strategy and Chief Operating Officer;
• Set up new awards and opportunities in Salesforce and in the development shared drive.

Stewardship/Acknowledgements and Gratitude:

• In coordination with the Grants Assistant, enter all donor payments in Salesforce and compose and email donor acknowledgment letters;
• In coordination with the Grants Assistant, assist as needed with personalized thank you’s to funders, board, and others as appropriate;
• In coordination with the Grants Assistant, ensure that all donor acknowledgment letters are composed and emailed or mailed, as appropriate.

Stewardship/Grant Reporting: 

• Build and maintain strong relationships with program and finance teams to ensure on-time, submission of funder financial and progress reports process and deadlines;
• Prepare progress and financial reporting templates for program and frontline fundraising staff and share not later than 45 days before the due date and sooner, if flagged by program or development staff as high priority;
• Coordinate with frontline fundraisers and finance team to ensure on-time, comprehensive submission of online institutional grant proposals to funder portals or via email, as appropriate;
• Manage ongoing work plan (in Salesforce) of institutional grant proposal and report deadlines;

Stewardship/Grant Renewals: 

• Ensure program staff and frontline fundraisers are up to date on upcoming renewal dates and deadlines, well in advance of deadline.

Grant Close Out:

• Manage the set up and close out of grants and contracts in Salesforce and Google Drive;
• Close out expired awards and opportunities in Salesforce and in the development drive.

Fundraising Performance and Annual Revenue Projections: (30%):

• Coordinate with the Finance team to obtain timely information on grant and donation payments and enter grant payments into Salesforce;
• Ensure fundraising results in Salesforce are up to date and available for real time review by frontline fundraisers, executive team, and others as appropriate;
• During weekly fundraising meetings with the executive team, lead a discussion to ensure careful collection and consolidation of any activity that may impact year-end projections;
• Ensure that related Salesforce data updates are made swiftly;
• Provide accurate and up-to-date fundraising metrics data for the quarterly report for the Board of Directors’ Fundraising Committee;
• Support the organization’s annual revenue projections and budgeting process and ensure the final budget and projections are entered into Salesforce.

Other Duties: (20%)

• Provide support to the Communications department, frontline fundraising staff, and senior leaders to ensure smooth integration of development communications outreach activities with other organizational priorities and timelines related to external communications;
• In coordination with communications and frontline fundraising staff, manage and tailor distribution lists for mass mailings of quarterly updates, Founders’ messages, annual appeals, and other communications;
• Assist, as needed, with planning logistics related to funder events, including prep for large convenings, small donor events, and individual in-person meetings.
• Ensure the relationship management system ins Salesforce is up to date;
• Ensure careful management of the development calendar of grant activities to ensure all deadlines related to grants and contracts are met;
• Ensure timely management of the Development Inbox - ensuring that emails are shared to appropriate HCWH staff and follow up occurs in a timely manner;
• Support and coordinate the completion of grant deliverables as requested;
• Post resources and updates to the Development portal;
• Coordinate with IT as needed to provide new or recurring fundraising performance reports from Salesforce;
• Ensure coordination between Salesforce activity and accounts with internal fundraising drive materials.

Experience and Qualifications

• Minimum/Preferred Education: Bachelor’s degree. Combined experience/education as a substitute for minimum education. 
• Minimum Experience: At least 7 years of grants management experience preferred. Intermediate knowledge of Salesforce or similar CRM systems. Strong knowledge of google office suite, MailChimp, and other computer-based programs; prior experience working in fast-paced virtual environment preferred.

JOB-SPECIFIC COMPETENCIES REQUIRED:

• Excellent organizational and project management skills, with the ability to establish and implement systems and identify resources to ensure the successful completion of projects.
• Ability to think proactively, take initiative and see tasks through to completion with appropriate follow-up.
• Self-disciplined, action-oriented style that can prioritize tasks to meet deadlines. Strong work ethic.
• Sound judgment and discretion in handling and securing confidential information, as well as the ability to conduct oneself in a highly professional manner.
• Flexibility to work as part of a team or independently to meet goals in a fast-paced, deadline-driven department. Self-directed to take action and resolve issues.
• Ability to establish and maintain positive working relationships with others, both internally and externally to achieve the organization's goals.
• Ability to analyze and systematically compile information and to prepare reports and correspondence; comprehend and make inferences from written material; interpret requirements for grant contracts and administration.

What’s In It For You?

• Work for an organization where the mission is inspiring and your colleagues care deeply for the mission and the network of people carrying out that mission.
• Play a key role in helping drive growth, influence impact, and advance efforts to create a more sustainable health care sector and community.
• Be part of an inspirational global network.
• Fantastic benefits!

To Apply or Inquire

Health Care Without Harm and Practice Greenhealth are committed to cultivating and sustaining culturally and ethnically diverse organizations, and to the principles that promote inclusive practices. We believe that systems can only be transformed when a diversity of voices, perspectives, and lived experiences are a part of the movement for change. We are dedicated to building a diverse staff with expertise and interest in addressing systemic racism within our organization and to serve the mission of the organizations in respectful ways. Health Care Without Harm/Practice Greenhealth is an Equal Opportunity Employer.

To apply, upload a cover letter along with your resume to Erin Ricci, Senior Director, Philanthropic Partnerships and Strategy, via this link. Questions can be addressed to jobs@hcwh.org. Only competitive candidates will be invited to participate further in the recruitment process. Application review will begin on February 21, 2023. Interviewing candidates on a rolling basis.