Grants Administration Manager

Work with a Purpose: At Hello Alice we are about equal access fueled by technology and powered by everyone who believes that diverse small business participation isn't just the right thing to do, but the smart thing to do. That's true of our small business owners, and it's true of our team.

JOB SUMMARY As the Manager of Grants Administration, you will be responsible for leading the comprehensive administration of Hello Alice's grant programming, distributing over $58M in grant funding directly to small businesses in partnership with organizations such as eBay, Amazon, Alibaba.com, Doordash, Progressive, BGE, FedEx, and NAACP. This role involves managing complex grant project workflows, coordinating activities across internal teams, and maintaining strategic corporate philanthropy partnerships to ensure successful program delivery and impact measurement.

This role emphasizes grants administration and program management (75%) and corporate client relationship management (25%), serving as a strategic partner to corporate foundations while ensuring seamless grant program execution. Strong leadership, communication, and problem-solving skills are essential to ensure successful delivery of grant programs and maintain exceptional client relationships.

This role reports to the Chief Product & Technology Officer.

KEY RESPONSIBILITIES 

Here's what you'll be working on day-to-day, but as a nimble organization that puts our small business community at the forefront, flexibility is key, and other responsibilities may arise.

Program Strategy & Setup: Collaborate with partners, internal teams, and business development to validate program objectives, scope, and deliverables. Lead the strategy and setup of programs, including editing and publishing grant applications, eligibility, and supporting documentation, using local tools and translating partner requirements into actionable program frameworks.

Grants Management System Administration: Serve as an active user and local expert in Hello Alice's Grants Management System (GMS), overseeing system implementation, maintenance, and data integrity to ensure seamless workflow processes across multiple corporate clients and funding portfolios.

Partnership Management: Build and maintain strategic relationships with clients, ensuring high levels of customer satisfaction and retention. Develop strategy and provide executive-level communication and relationship management with external partners.

External Representation & Thought Leadership: Participate in webinars, workshops, and speaking engagements representing Hello Alice across grant programs, partner programs, and ecosystem initiatives. Serve as the grant program representative for company events, workshops, and various Hello Alice initiatives when grant-related expertise is needed.

Programs Review & Selection Coordination: Recruit and manage volunteer reviewers, schedule comprehensive reviewer training sessions, and oversee the end-to-end review and selection process of grant applicants including initial eligibility screening, sorting and filtering applications based on program criteria, strategic assignment of applications to qualified reviewers, and coordination of scoring and recommendation processes.

Cross-Departmental Coordination: Collaborate across marketing, product, finance, and business development teams. Work with marketing on program development and execution, coordinate with product teams on development to support grant programs, partner with finance to process grant payments and set up grantee payment distribution and budget management, and collaborate with business development to identify and develop potential corporate partners.

Stakeholder Communication: Facilitate clear communication between partners, internal program teams, and business development. Provide regular program progress updates and relevant data to ensure visibility into grant program performance, partner satisfaction, and funding impact metrics.

Program Verification & Customer Service: Conduct business verification checks, follow up with grantees for required documents, and provide excellent customer service to applicants and grantees throughout the grant application and award process.

Data Analysis & Executive Reporting: Administer follow-up surveys, data collection, and comprehensive analysis with extensive reporting requirements. Develop and monitor KPIs to ensure program effectiveness and alignment with objectives, creating detailed grant summaries, recommendations, strategic reports, program metrics dashboards, and comprehensive grant-related materials for leadership review and decision-making processes.

Process Development & Quality Assurance: Maintain accurate documentation and version control, continuously analyze and improve grant program delivery processes to enhance operational efficiency, and ensure all deliverables meet company standards and partner expectations..

Required Skills and Experiences:

• 7+ years of experience in grants administration, corporate philanthropy, nonprofit management, or related field
• 2+ years of experience managing people and cross-functional teams
• Executive-level presence, communication skills, professionalism, and relationship management capabilities with external corporate partners and internal stakeholders
• Advanced proficiency with grants management software, particularly Fluxx, along with project management and collaboration tools (Notion, Airtable, G Suite, JIRA, analytics, Slack, etc.)
• Experience with data integrity management, compliance oversight, and financial reporting
• Thrives in a fast-paced environment, is adaptable, versatile, and detail-oriented
• Strong analytical and problem-solving abilities with experience resolving complex program challenges
• A heart for social impact and belief that you can make a difference
• A team player - everyone takes out the trash at Hello Alice

Preferred Qualifications

• Grant Management Certification (GPCI) or Project Management Professional (PMP)
• Experience with corporate foundation partnerships and philanthropy strategy development
• Background in client-facing roles within nonprofit, foundation, or corporate giving environments
• Experience working with enterprise clients or corporate partnerships
• Familiarity with compliance and regulatory requirements in grant administration
• Advanced proficiency in database management, financial analysis, and reporting tools

Physical Requirements

• Ability to travel periodically throughout the United States
• Ability to work in a remote environment, including working from home, co-working spaces, or other locations outside traditional office settings
• Ability to work for prolonged periods sitting at a desk and working on a computer

About Hello Alice:

Hello Alice is a free, multichannel platform that helps businesses launch and grow. With a community of 1.5 million business owners in all 50 states and across the globe, Hello Alice is building the largest network of owners in the country while tracking data and trends to increase the success rate for entrepreneurs. Our partners include enterprise business services, government agencies, and institutions looking to serve small- and medium-business owners to ensure increased revenues and promote scale. A Latina owned company, founded by Carolyn Rodz and Elizabeth Gore, we believe in business for all by providing access to all owners including women, people of color, veterans, and everyone with an entrepreneurial spirit. To learn more, visit helloalice.com, as well as Twitter, LinkedIn, Instagram, and Facebook.

Hello Alice is a fully remote team, so all United States locations are considered. 

Hello Alice is an Equal Employment Opportunity employer that will consider all qualified applicants, regardless of race, color, religion, gender, sexual orientation, marital status, gender identity or expression, national origin, genetics, age, disability status, protected veteran status, or any other characteristic protected by applicable law.

www.helloalice.com // Twitter // Facebook // Instagram // LinkedIn