Grants & Foundation Operations Manager

Position Summary

The Grants & Foundation Operations Manager is a hands-on member of the Foundation team who partners closely with the Executive Director to manage grantmaking, financial and operational planning, Board reporting, and the systems that support effective philanthropic decision-making. The role owns the full grant cycle while also providing higher-level analysis of nonprofit financials, grant and operating budgets, charitable distributions, portfolio trends, community needs, and Foundation priorities.

The position is expected to move beyond administration to synthesize information, identify issues and opportunities, develop recommendations, and create and present polished executive-level materials for the Executive Director and Board. The ideal candidate combines sound judgment and financial fluency with exceptional organization, presentation skills, discretion, communication, and follow-through.

Please email resumes to khsolis@greeheyfoundation.org.

Schedule, Availability, and Travel

• Full-time, 40-hour-per-week position in the Foundation's San Antonio office, Monday through Friday, with consistent availability during standard business hours.
• Some evening and weekend availability for Board meetings, grantee events, site visits, and Foundation activities; attendance at designated professional development.
• Regular local travel for site visits, grantee meetings, conferences, and Foundation events.

Grantmaking Strategy and Portfolio Management

• Manage the full grant cycle from application intake and due diligence through recommendations, Board action, award documentation, reporting, and follow-up.
• Evaluate requests within the context of Foundation priorities, historical giving, geographic reach, available budget, and the overall grant portfolio.
• Identify funding gaps, emerging needs, duplication, concentration, financial or governance concerns, and opportunities for greater philanthropic impact.
• Prepare concise, decision-ready recommendations incorporating financial, programmatic, governance, reputational, and strategic considerations.
• Conduct regular site visits and leadership meetings and incorporate findings into grant analysis and recommendations.

Financial Analysis, Budgeting, and Reporting

• Develop and maintain grantmaking budgets and forecasts, including approved grants, pending requests, multi-year commitments, projected cash needs, and remaining grant capacity.
• Support development and monitoring of the Foundation's annual operating budget in coordination with the Executive Director and outside accounting and financial partners.
• Track charitable distributions and provide clear reporting on progress toward annual distribution requirements and Board-approved spending priorities.
• Analyze applicant budgets, audits, financial statements, IRS Form 990 filings, liquidity, revenue concentration, operating trends, and other indicators relevant to grant decisions.
• Build dashboards and management reports that provide clear visibility into grant activity, financial position, portfolio trends, and upcoming obligations.

Board, Executive, and Presentation Support

• Create polished Board and committee presentations that translate complex grant, financial, operational, and community information into clear decision points.
• Develop PowerPoint presentations, briefing materials, dashboards, charts, executive summaries, and talking points for the Executive Director and Board.
• Ability to present assigned grant portfolio, budget, trend, or operational updates at Board and committee meetings when requested.
• Anticipate questions, identify material issues in advance, and ensure analysis and supporting materials are accurate, concise, and decision-ready.
• Track Board decisions, action items, follow-up, and policy-related requirements through completion.

Due Diligence, Compliance, and Grants Management

• Lead organizational and financial due diligence, including budgets, financial statements, audits, IRS Form 990 filings, governance, and compliance considerations.
• Maintain complete grant files, agreements, reports, conflict and duality documentation, site visit notes, and other records in approved Foundation systems.
• Administer the Foundation's grants management software as the system of record for applications, awards, reporting, and grantee correspondence.
• Track restrictions, reporting deadlines, multi-year commitments, and grantee obligations; flag concerns before subsequent requests are considered.
• Maintain and improve grant review templates, final-report processes, workflow tools, dashboards, and grants management systems.
• Support adherence to Foundation policies, legal requirements, internal controls, and record-retention practices.

Foundation Operations and Community Engagement

• Serve as a high-level operational partner to the Executive Director, helping organize priorities, prepare for key decisions, and ensure important work moves forward on schedule.
• Coordinate as appropriate with accounting, legal, investment, and other outside advisors on information needed for grantmaking, budgeting, reporting, and Board materials.
• Maintain strong professional relationships with nonprofit and community leaders while preserving the Foundation's independence, confidentiality, and discretion.
• Monitor philanthropic and community developments and bring forward information that may affect Foundation strategy or grantmaking.
• Support special projects, research, policy implementation, and other Foundation priorities as assigned.

Performance Expectations

• Exercise strong independent judgment and distinguish routine matters from issues requiring Executive Director or Board attention.
• Prepare proactively, identify risks and upcoming decisions early, and maintain consistent accountability to deadlines and follow-up.
• Produce high-quality written analysis and executive presentations that are accurate, visually clear, concise, and appropriate for Board-level decision-making.
• Demonstrate strong command of budgets, spreadsheets, financial documents, data, and reporting tools, with consistent in-office collaboration and responsiveness.
• Maintain strict confidentiality and discretion regarding Foundation, grantee, Board, and family matters.

Qualifications

• Bachelor's degree required; advanced degree or relevant professional training preferred.
• Generally seven or more years of progressively responsible experience in philanthropy, corporate responsibility, nonprofit operations, grants, finance/operations, consulting, or a related field; equivalent experience will be considered.
• Demonstrated experience managing complex portfolios or projects with significant financial, operational, and deadline accountability.
• Strong financial acumen, including nonprofit financial statement analysis and organizational or program budgeting.
• Demonstrated ability to use grants management software required; familiarity with Foundation preferred.
• Advanced proficiency with Excel or comparable tools and demonstrated ability to create Board-ready PowerPoint presentations, dashboards, charts, and executive summaries.
• Excellent written and verbal communication skills, including the ability to synthesize complex information and present recommendations to leadership or governing boards.
• Ability to work full-time, 40 hours per week, in the Foundation's San Antonio office and travel as needed.

Notices:

Employment At-Will

Employment with the Foundation for this role is at-will. This means that either the employee or the Foundation may terminate the employment relationship at any time, with or without cause or notice.

Equal Employment Opportunity

We are an Equal Opportunity Employer and do not discriminate on the basis of race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected characteristic under applicable law. This policy applies in the recruiting and hiring process and with respect to all terms, conditions and privileges of employment.

Reasonable Accommodation

The Foundation is committed to providing reasonable accommodations to qualified individuals with disabilities. If you require an accommodation during the application or interview process, please contact us.

Apply

Please email resumes to khsolis@greeheyfoundation.org.