Associate Director For Grants Management

Associate Director for Grants Management

The Associate Director for Grants Management is responsible for the financial administration, fiscal monitoring, and compliance oversight of ICCB-administered grants. The position promotes compliance with applicable State and federal requirements and agency policies and procedures; supports consistent and effective grant administration; and provides technical assistance and guidance to ICCB staff and grantees. The Associate Director also supports the development and implementation of standardized grant processes, internal controls, and systems that promote accountability, compliance, and effective stewardship of grant funds.

Duties/Responsibilities:

Grant Administration and Compliance

• Administer the financial and compliance components of ICCB grant programs in accordance with applicable federal and State requirements, including the Grant Accountability and Transparency Act (GATA), and agency policies and procedures.


• Maintain ICCB grant opportunities and required information in the State's Catalog of State Financial Assistance and other applicable grant management systems.


• Coordinate the preparation, execution, organization, and maintenance of grant-related documents, including grant agreements, intergovernmental agreements, amendments, budgets, exhibits, and closeout documentation.


• Review grant budgets, expenditure reports, invoices, budget modifications, closeout reports, and other financial documentation for accuracy, completeness, allowability, and compliance with grant requirements, and approve or process such documents in accordance with agency procedures.


• Conduct fiscal monitoring of ICCB grant recipients using established agency procedures and review financial records and supporting documentation, as appropriate, to evaluate compliance with applicable grant requirements.


• Identify and follow up on delinquent reports, questioned or unsupported expenditures, unspent balances, refunds, and other financial compliance issues, and coordinate corrective action and resolution, as appropriate.


• Communicate with grantees regarding fiscal reporting, financial monitoring, budget requirements, grant closeout, repayment of grant funds, and resolution of financial compliance matters.


• Maintain complete and accurate grant financial and compliance records to support agency oversight, monitoring, reporting, and audit requirements.


• Prepare and provide periodic financial and compliance information to program staff and agency management regarding grant expenditures, available balances, reporting status, monitoring activities, and identified fiscal risks.


• Assist with internal and external audits, compliance examinations, and other reviews involving ICCB-administered grants, including preparation of requested documentation and follow-up on findings or corrective actions.

Policies, Procedures, and Technical Assistance

• Develop, implement, maintain, and periodically update written policies, procedures, guidance, and internal controls related to grant administration, financial monitoring, and compliance.


• Develop and maintain standardized grant templates, forms, checklists, and other tools, including grant applications, budgets, Notices of Funding Opportunity (NOFOs), financial reports, grant agreements, amendments, and exhibits.


• Review grant administration and monitoring processes and recommend improvements to promote consistency, efficiency, accountability, and compliance across ICCB programs.


• Provide technical assistance, training, and guidance to ICCB staff and grantees regarding GATA, the statewide grants management system (GMS), fiscal requirements, grant administration procedures, and applicable federal and State requirements.


• Maintain knowledge of changes in federal and State grant requirements and assist with implementing necessary changes to ICCB policies, procedures, systems, and grant documents.

Collaboration and Other Responsibilities

• Collaborate with ICCB program, fiscal, information technology, and other staff to promote consistent and effective administration and financial oversight of agency grants.


• Support implementation, maintenance, and continuous improvement of the statewide grants management system (GMS) and related agency grant processes.


• Participate in agencywide grants management, monitoring, compliance, training, and process-improvement initiatives.


• Serve as a liaison with grantees, State agencies, and other external partners regarding grant administration, financial compliance, and related operational matters.


• Perform other duties as assigned, which may include minimal travel.

Minimum Qualifications:

• Bachelor's degree in business administration, accounting, finance, economics, or a field related to the position.

Additional Desired Qualifications:

• Five years of progressively responsible professional experience in accounting, finance, grants management, contract administration, or a closely related field.


• Experience with grant administration, financial management, monitoring, and applicable State and federal grant requirements.


• Experience using grant management, project management, or other financial or administrative information systems, as well as Microsoft Office applications.


• Knowledge of or experience with the Illinois Community College System.


• Ability to communicate effectively, both orally and in writing.


• Ability to work independently, exercise sound professional judgment, manage multiple priorities, and meet established deadlines.

State University Civil Service Title:

• Grants and Contracts Associate - 5040