SCOPE OF WORK

Maine Connectivity Authority (MCA) is a quasi-governmental agency, led by an experienced team and a board appointed by the Governor. Created in 2021 to address the state’s need for access to reliable, high-speed internet connectivity, MCA serves as the primary agency to plan, develop, manage, and invest in broadband for Maine.

High-speed internet access is essential to participation in the modern economy and has the potential to dramatically improve Mainers’ quality of life. The MCA is designed to be proactive in decision-making, explore public-private partnerships, deploy a range of financial tools, and enable a strategic network of digital infrastructure for Maine’s future.

Position Summary

The Grant Manager supports MCA in achieving its grant management goals while providing critical programmatic support for MOOSE Net and other related grant management responsibilities, includingfinancial and reporting compliance, support for general infrastructure grant programs, and federal agency and vendor management. The Grant Manager will report to the Senior Manager of Grant Administration and collaborate closely with the MOOSE Net team.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

MOOSE Net

System Design & Process Optimization: Lead the design and continuous improvement of legal and contract management systems, leveraging technology integrations to enhance transparency, tracking, and cross-functional accountability.
Legal & Contract Administration: Establish Standard Operating Procedures (SOPs) for legal workflows, including the management of land leases, grant agreements, and procurement documents (RFIs/RFPs) while maintaining centralized compliance records.
Compliance & Risk Management: Ensure organizational adherence to state and federal guidelines (including FOAA and broadband funding requirements) through rigorous documentation, audit preparation, and risk-focused research.
Strategic Operational Liaison: Serve as the primary bridge between legal, finance, and operations teams to manage outside counsel, track budgets, and support board reporting and infrastructure initiatives.
Reporting Lead: Manage and execute on bi-annual reporting and follow-up curing with cross-functional teams and external vendors.
Federal Agency Relationship Management: Serve as lead on bi-annual grant reporting, monthly programmatic reporting, bi-weekly calls with federal program team, and managing upward and downward curing requests.
Manage monthly reconciliation of MOOSE Net finance incomes statement with overall budget management and identify areas for realignment.

MOOSE Net & Organizational Legal Operations

Design, implement, and continuously improve legal and contract management systems to enhance transparency, tracking, and accountability across MOOSE Net, and MCA’s programs at large.
Manage project timelines, deliverables, and resource allocation for legal initiatives.
Track budgets, invoices, and engagement performance for outside counsel and consultants.
Conduct research to inform legal decisions through a risk management lens.
Serve as the operational liaison between the MCA legal counsel and MCA operations to ensure smooth collaboration and information flow.
Drive adoption of modern operational practices within the legal resources, including technology-driven process improvements and cross-functional coordination.
Assist the Director of Middle Mile with Board Infrastructure Committee reporting and committee and workflow management.
Research and manage the procurement of insurance requirements and any required policies.
Manage the process for identifying locations for co-location huts, including land lease agreements with landowners and MaineDOT.
Implement system and technology integrations where needed.
Support commercialization strategies in partnership with staff and vendors.
Support procurement process through drafting RFI’s and RFP’s, and managing vendor relationships and organizational workflows.

Moose Net Organizational Contract and Document Administration

Establish and maintain standard operating procedures (SOPs) for legal workflows, including contract review, grant agreement execution, and board governance support.
Maintain centralized records of policies, procedures, and compliance certifications.
Work with the Grants Administration team to ensure proper documentation, version control, and consistent use of templates for grants, contracts, and interagency agreements.
Support the Senior Manager of Compliance and Reporting and Operations Manager to implement systems to ensure compliance with Maine’s Freedom of Access Act (FOAA) and public records retention requirements.

Moose Net Cross-Functional Operational Support

Coordinate cross-functional process improvement initiatives between Legal, Finance, Program, and Operations teams.
Contribute to technology and system optimization for MCA with a focus on infrastructure investments, including selection and administration of tools for document management, electronic signatures, and compliance tracking.
Collaborate with MCA team members to develop and maintain dashboards, metrics, and reporting systems to monitor workload, performance, and risk indicators.
Collaborate with the MCA’s Reporting and Compliance Senior Manager to operationalize compliance programs and reporting obligations tied to federal broadband funding programs.
Coordinate with the finance team to implement an efficient procurement process that complies with state and federal guidelines.
Support preparation for internal and external audits, and track responses to audit findings or compliance reviews in coordination with the Finance team.

Related Grant Management Responsibilities:

Grant Management Reporting & Compliance

Ensure that assigned subgrantee projects are meeting the overall compliance & reporting requirements of the relevant funding program and in line with requirements outlined in their grant contract.
For assigned subgrantee projects, ensure that MCA meets all its programmatic compliance and reporting requirements as a federal and state funding recipient.

Grant Management Project Coordination & Monitoring

Make the grant award, contracting, and project monitoring process as painless as possible for subgrantees through a proactive and solution-oriented approach.
Support subgrantees as they implement and report on project activities in an effective, timely and compliant manner.

Grant Management Communications & Relationship Management

Ensure seamless and clear communications through:
- Thoughtful and streamlined use of meetings
- Communication delivered in an effective cadence and medium
- Expectations set for all parties agreed upon in advance
Develop effective working relationships and communication channels with key partners - subgrantees, programmatic partners, funding partners, and cross-functional teams.

Grant Administration & Management - Project Level

Ensure that the policies and procedures outlined in MCA’s Grant Administration Manual are upheld and executed.
Monitor, track, and support assigned projects to ensure compliance with federal, state and MCA requirements through monthly project check-ins; quarterly, semi-annual, annual and ad-hoc reporting, and the provision of as-needed technical assistance.
Support the Grant Contract Execution Process for assigned grants, including coordinating project-specific contract packages with legal counsel, the Finance team, the subgrantee, and other key partners.
Maintain detailed, up-to-date records of grant activities using tools such as Asana, HubSpot, and Google Workspace.
Process payment requests related to assigned grants in coordination with the finance team and the Director of Grant Administration.
Participate in periodic, planned project site visits, including visits requested by MCA, the subgrantee, or state and federal funding partners.

Grant Administration & Management - Program Level

Work closely with and provide cross-functional support to relevant MCA delegated Program Leads to ensure grant programs are designed, implemented, and managed effectively and efficiently.
Manage vendors affiliated with grants and related programs, including monitoring the vendor’s scope of work, approval of invoicing, and final deliverables, with support from MCA’s Finance Team.
Liaise and manage relationships with the federal program officer to ensure compliance and deliverables are met through reporting, curing, and monthly monitoring calls.
In partnership with the relevant Program Lead, develop and maintain a comprehensive understanding of, and routinely monitor guidance and expectations related to assigned grants.

Compliance & Reporting

Maintain effective and responsive communication with subgrantees and monitor ongoing progress and risk.
Collaborate with subgrantees and Senior Manager, Compliance and Reporting to ensure understanding and adherence to grant funding requirements.
Ensure and implement MCA’s subgrantee monitoring policies, including, but not limited to, reporting requirements and procedures, are upheld and executed.

Technical Assistance

Facilitate the delivery of appropriate technical assistance to applicants and subgrantees during the application, grant execution, grant performance, evaluation, and reporting periods.
- Direct - personally support subgrantees to resolve project challenges.
- Indirect - connect subgrantees with relevant resources (MCA staff, MCA subject matter experts, and external support) to enable successful project implementation.

Communications, Operations & Administrative Support

Develop collegial relationships and feedback loops with subgrantees to ensure key learnings inform future grant program design, redesign, and evaluation.
Assist in developing grant materials reflecting MCA objectives, and promoting a positive subgrantee-oriented experience.
Participate in Shine the Light celebrations of assigned projects.
Support all communication efforts as they pertain to the Grant Manager’s grant portfolio in coordination with the Senior Communications Manager and other key MCA staff.
Participate in weekly grants and legal standing meetings, as well as additional monthly and ad-hoc meetings to ensure cross-collaboration with other MCA functional teams.
Support the Director of Grant Administration and other members of the grants team in the development and documentation of Standard Operating Procedures.

Responsibilities may change periodically to align with organizational needs, strategic priorities, and individual strengths. The team member is expected to adapt to new assignments and shifting priorities with reasonable notice and appropriate support.

KNOWLEDGE / EXPERIENCE / EDUCATION QUALIFICATIONS

Minimum Education and Experience

Bachelor’s degree (advanced degree preferred) or equivalent level of certification and/or experience and 5+ years of professional experience.
Knowledge of federal rules and regulations.
Technical knowledge of broadband, advanced communications infrastructure, and state and federal grant administration.
Knowledge of communications infrastructure industry solutions and demonstrated willingness to learn about and to integrate new technologies into programs.
Proven experience in grant administration, project management, or related fields.
Knowledge of grant programs and funding, non-profit, governmental or quasi-governmental agencies.
Strong data management skills, awareness of data governance, and orientation towards data analysis.
Advanced level of experience with productivity tools, such as Microsoft Office Suite, Google Workspace, Slack, Asana, CRM systems and financial management software.

Skills and Abilities

Customer/mission focus: Deep commitment to MCA’s charge to provide broadband for everyone in Maine and to facilitate the digital infrastructure for Maine’s future.
Ability to establish and maintain professional relationships with communities, agencies, nonprofit and for-profit partners, and internet service providers.
Detail-oriented while able to see the big picture and drive continuous improvement.
Ability to handle multiple tasks and duties simultaneously in a dynamic environment.
Willingness and desire to manage a team of subject matter experts and ensure integration across a team of diverse and complementary skills.
Highly organized, with the ability to create systems and processes that are easy for others to follow.
Self-directed and independently motivated; able to take initiative without immediate direction.
Excellent written and verbal communication skills.
Strong project development and project management skills.
Adaptable and open to new solutions or processes that support organizational growth.
Ability to collaborate effectively as a team player while maintaining individual accountability.
Strong results orientation – resourceful, proactive, and persistent in achieving results.
Demonstrated ability to problem-solve and co-create innovative solutions with key stakeholders, including grantees.
Ability to exercise independent judgment in determining appropriate methods and sequencing of work within established policies, procedures, and priorities, and ability to identify and escalate issues that exceed independent authority.

OTHER REQUIREMENTS, LICENSING, CERTIFICATIONS

Occasional overnight travel may be required.
Occasional day travel to meetings and project locations across Maine.
Regular attendance and participation in internal, external and blended (virtual / in person) meetings.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

Work is performed in a hybrid office/virtual environment.
Prolonged periods of sitting and computer use.
Occasional need to lift, pull, or move up to 15 lbs.

COMPENSATION

Salary range: $100,342 - $122,650 per year, commensurate with experience and qualifications.
MCA offers a comprehensive benefits package, including health insurance, retirement plan, paid time off, and professional development opportunities.

Deadline: Applications will be accepted until the position is filled.

Please send your resume and cover letter to info@maineconnectivity.org.

Maine Connectivity Authority

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