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 Director, Grant Administration (GA) is central to the ability of the organization to execute a bold vision of universal, affordable broadband and digital opportunity in an accelerated time frame. The position is responsible for creating, shepherding, and refining the development of grants and other programmatic investments made by the MCA. The Director, GA will ensure that grant-making, grant-management, and related systems, tools, processes, documents, procedures, and implementation are executed professionally, efficiently, on schedule, and in a manner consistent with best practices.
With a holistic view of MCA’s grantmaking lifecycles, the Director, GA will supervise a team of Grant and Program Managers and create cross-functional systems to ensure MCA’s executive leadership team can make timely and informed decisions related to grant strategy, risk management and compliance, and reporting by funding source. They will also serve as a member of MCA’s expanded leadership team (Exec Team + Directors).
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES
Strategic Leadership:
- Serve on the expanded leadership team with a strategic lens on grant and personnel management.
- Inform and execute organizational strategy through translation and process development to ensure impact and status is scaled up through all levels of the organization and board.
- Help integrate and align projects and functions across teams to ensure long-term implementation success
- Find efficiencies, and identify ways of integrating complex work streams for successful grant management
- Design and implement grant management best practices that improve the overall coherence and impact of MCA’s work.
- Strengthen organizational performance and culture through the management of a robust, cross-programmatic grant administration team.
Grants Administration:
- Receive, assess, and track grant proposals, ensuring compliance with legal and regulatory requirements.
- Oversee the Grant Execution Process for each MCA program, including the development of contract templates and project-specific contract and agreement packages.
- In coordination with the Finance Team, track and process payment requests related to grants and contract reimbursements, advances and milestone completions.
- Document all inquiries and proposals accurately from internal and external sources with accuracy and expedience.
- Maintain meticulous, compliant, and up-to-date records of grant-making activities.
Compliance & Reporting
- Support the alignment of programs and processes with organizational policies and procedures for compliance of awards and quality assurance with project implementation.
- Support quarterly, bi-annual, and annual reporting requirements across complex state, federal, and philanthropic funding sources.
- Collaborate with relevant stakeholders to ensure adherence to grant funding source requirements in partnership with the full grant team.
- Support the organizational development of protocols and procedures that bolster the ability to collect and code expenditures appropriately for existing grants, allowing for efficient internal operations, maintaining compliance with federal and state regulations around internal controls, etc.
- Act as primary point of contact (where applicable) between MCA and funding agencies, ensuring compliance with legal and funder policies.
Data & Software Management
- Ensure the accuracy, integrity, and security of data, grantee relationship history, and other relevant information.
- Protect the confidentiality of sensitive and private information in accordance with statute.
- Implement and sustain Grant Administration Management system protocols across the grant team in partnership with the Director, Data and Analysis.
- Provide support and accountability to all grant managers across operational systems to ensure adoption and sustainability.
Program Design & Refinement
- Based on feedback from grantee portfolio, support MCA programmatic leads in the operational & strategic development of new grant programs and the refinement of existing grant programs.
- Support the operationalization development of MCA’s Digital Opportunity Fund programming to ensure alignment with existing grant management systems and protocols
- Coordinate with the MCA team to draft and complete MCA grant funding applications to Federal/State sources according to application requirements and timeline.
- Continually monitor and evaluate the effectiveness and user experience of grant programs via data analysis in the grant management system.
Technical Assistance
- Provide technical assistance to applicants and grantees during the application, grant execution, and reporting processes.
- Assist in developing grant materials reflecting MCA objectives, promoting a positive user-orientated experience
Calendar and Communication Support
- Maintain a master calendar of deadlines, prepare progress reports, and keep accurate records.
- Lead and coordinate the preparation of grant-related materials for Committee and Board Meetings in accordance with executive leadership agenda development.
- Collaborate with the Communications team to identify and promote stories of broadband impact.
- Escalate timelines, upcoming milestones and obstacles to organizational leadership as necessary to ensure timely resolution and action steps for team members.
Financial Systems
- Support the Director, Finance and Operations and Accounting Manager in managing/documenting and periodically reviewing MCA and ConnectMaine Authority accounting functions and internal financial controls through expense coding, project/program budget reviews and planning.
- Assist in managing broadband program budgets, and support financial audits and reporting that includes existing funds and projects administered by MCA.
MANAGERIAL/SUPERVISION RESPONSIBILITIES
- Manages a team of 3 or more Grant Managers.
- Evaluate, coach, and develop team members to reach long-term and short-term objectives.
- Ensure a safe, respectful and inclusive work environment by promoting, supporting and facilitating teamwork among staff.
- Exercise independent judgment in determining appropriate methods and sequencing of work within established objectives. Escalate issues that exceed independent authority.
- 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
Education and Experience
- Bachelor’s degree or equivalent level of certification and/or experience in a similar field (advanced degree preferred).
- 10+ years professional experience, preferably in leadership roles in grant administration or related fields.
- Knowledge of grant programs and funding, non-profit, governmental or quasi-governmental agencies.
- Knowledge of federal rules and regulations.
- Strong data management skills, awareness of data governance and orientation towards data analysis.
- Experience in putting forth and effectively advising on grant program requirements, policies and procedures.
- Advanced level of experience with productivity tools, such as Microsoft Office Suite, Google Workspace, Slack, Asana, and financial management software.
- Experience with professional grant management systems (GMS) like Salesforce, Fluxx, etc. required.
- Working knowledge of office equipment and procedures.
Skills and Abilities
- Customer focus: Commitment and concern for 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 and internet service providers.
- Detail-oriented with the ability to see the big picture while implementing continuous improvement programs and treating employees with respect every step of the way.
- Ability to handle multiple tasks and duties simultaneously.
- Willingness and desire to manage a team of subject matter experts and ensure integration with a team of diverse and complementary skills.
- Highly organized and able to create an organized and easy-to-follow system for others.
- Independently motivated and able to take on tasks and duties without immediate direction.
- Excellent communication skills in written and verbal contexts.
- Strong project development and management skills.
- Adaptable to new solutions or processes to ensure the growth and success of the organizational priorities.
- Ability to work as a team player and collaborate internally and externally while balancing individual accountability.
- Strong results orientation – demonstrated ability to be resourceful, take initiative, and maintain resolve to achieve results.
- Ability to problem solve and create innovative solutions with MCA’s key stakeholders, including grantees, in mind.
OTHER REQUIREMENTS, LICENSING, CERTIFICATIONS
- Occasional overnight travel may be required.
- Occasional daily travel to meetings and project locations.
- 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: $134,659 - $164,583 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.
The position is open for candidates who can work remotely in Maine.
Deadline: Applications will be accepted until the position is filled.
Please send your resume and cover letter to hiring@maineconnectivity.org.
