Grants Manager (Family Office)
Chicago, IL
Full Time
Mid Level
The Company
The Company is a single-family office that provides investment, financial planning, and philanthropic services to a family and its related investment entities, trusts, and private foundations. Services are provided through a combination of in-house professionals and outsourced advisory firms.
Please note: the company name and identifying information will be disclosed in the first stage of the interview process.
The Position
The Company is seeking a full-time Grants Manager to lead grants management processes for the philanthropic programs of the family and the family’s foundations. This includes pre- through post-award management for a high volume of grants. The position reports to the Company’s Associate Director. The family’s philanthropic interests focus on Arts, Local Communities, Education, the Environment, and Global Impact.
Responsibilities
The Grants Manager oversees grantee and prospective grantee partners’ full grant cycle including the application process, database management, grant documentation, and grant compliance. Serving as a key link between the family office’s program, finance, and technology departments, the Grants Manager is responsible for maintaining robust and effective workflow processes to ensure quality, consistency, and timeliness.
Grantmaking Processes
● Manage grantmaking operations through all stages of the grant cycle, and manage all aspects of process implementation
● Work internally to define and maintain workflows and keep program staff updated on progress
● Serve as key point of contact for applicants and grantees regarding submission of applications and reports
● Track and confirm that application materials are complete when submitted
● Maintain grant cycle calendar on behalf of philanthropic staff
● Work with staff to prepare and develop quarterly grantmaking meeting materials
● Maintain an operations manual and provide clear instructions on grant procedures to both grantees and staff
Database Management
● Serve as systems administrator for a robust database, always maintaining high data integrity
for grantee records and files
● Optimize the functionality of a newly implemented database to improve efficiency, workflow, and inter-department communications
● Ensure that grants management software is being fully utilized and maintained, including software add-ons
● Maintain relationship with software vendor(s) and oversee contract renewals for all system-related software
● Educate and train staff on grants management system
● Provide technical assistance to applicants with online application and reporting processes
Award Management
● Manage all grantee correspondence and internal logistics related to the processing and execution of contracts and agreements
● Work with program staff to determine grant payment schedules, reporting deadlines, and recognition requirements
● Develop, maintain, and deliver grantmaking dashboards, data visualizations, and performance analytics for board and staff audiences, translating complex grant portfolio data into actionable insights that support strategic oversight, measure progress against objectives, and inform funding decisions throughout the year
● Serve as key contact for questions/comments on agreements with grantees, vendors, and other partners, coordinating with internal stakeholders, as applicable
● Partner with finance team to process payments for all grant awards, audit requirements, and grant projection reporting, ensuring full compliance with internal controls
● Support program leads and grantees to ensure compliance with grant agreements, project- specific requirements, and successful project implementation
● Provide accurate grant data/information to staff
Additional Responsibilities
● Communicate with diverse stakeholders (e.g., nonprofit agencies, public and private funders) regarding the family’s grantmaking priorities, guidelines, and proposal review processes
● Engage with external grantmaking networks and peer organizations to stay informed of emerging trends, benchmark organizational practices, and drive continuous improvement in grantmaking processes and outcomes
● Support periodic vendor management needs
● Participate in team meetings to discuss operational matters, grants, new projects, etc.
● Work directly with senior leadership on Board-related requests outside the typical scope of the Foundation’s grantmaking
● Provide additional support to staff, as required
Required Qualifications and Core Competencies
● Bachelor’s degree and at least 5 years of professional work experience in foundation administration and/or grants management. Family office experience is a strong plus.
● Strong knowledge of philanthropic grantmaking processes, grant management systems, and financial reporting. Proficiency in Microsoft Office Suite required; SmartSimple database experience strongly preferred.
● Experience creating dashboards, reports, and data visualizations to support decision-making
● Superb attention to detail
● Excellent administrative and project management skills
● Strong facilitation skills and ability to serve as an effective liaison across departments and teams
● Strong internal motivation, with the ability to effectively and efficiently set priorities and independently manage multiple tasks under minimal supervision
● Excellent written, verbal, collaborative, interpersonal, and problem-solving skills
● Highly responsive with the ability to shift priorities quickly as organizational demands require
● High level of discretion in maintaining confidentiality of information
● Committed to ongoing learning and professional and personal development
● Professional, flexible, and a can-do attitude
Compensation and Benefits
The starting salary for the Grants Manager position will be in the $100,000 -$110,000 range. The Company provides a generous comprehensive compensation package, including medical insurance, paid time off, 401k, annual incentives, and more.
Work Environment
The Company maintains a hybrid office environment out of their Chicago, Illinois office near several CTA and Metra lines in the Loop.
Application Process
This is a rolling search; prospective candidates are encouraged to submit their materials via this site by November 9, 2026, but the application will remain open until the position is filled by a qualified candidate.
The Company is a single-family office that provides investment, financial planning, and philanthropic services to a family and its related investment entities, trusts, and private foundations. Services are provided through a combination of in-house professionals and outsourced advisory firms.
Please note: the company name and identifying information will be disclosed in the first stage of the interview process.
The Position
The Company is seeking a full-time Grants Manager to lead grants management processes for the philanthropic programs of the family and the family’s foundations. This includes pre- through post-award management for a high volume of grants. The position reports to the Company’s Associate Director. The family’s philanthropic interests focus on Arts, Local Communities, Education, the Environment, and Global Impact.
Responsibilities
The Grants Manager oversees grantee and prospective grantee partners’ full grant cycle including the application process, database management, grant documentation, and grant compliance. Serving as a key link between the family office’s program, finance, and technology departments, the Grants Manager is responsible for maintaining robust and effective workflow processes to ensure quality, consistency, and timeliness.
Grantmaking Processes
● Manage grantmaking operations through all stages of the grant cycle, and manage all aspects of process implementation
● Work internally to define and maintain workflows and keep program staff updated on progress
● Serve as key point of contact for applicants and grantees regarding submission of applications and reports
● Track and confirm that application materials are complete when submitted
● Maintain grant cycle calendar on behalf of philanthropic staff
● Work with staff to prepare and develop quarterly grantmaking meeting materials
● Maintain an operations manual and provide clear instructions on grant procedures to both grantees and staff
Database Management
● Serve as systems administrator for a robust database, always maintaining high data integrity
for grantee records and files
● Optimize the functionality of a newly implemented database to improve efficiency, workflow, and inter-department communications
● Ensure that grants management software is being fully utilized and maintained, including software add-ons
● Maintain relationship with software vendor(s) and oversee contract renewals for all system-related software
● Educate and train staff on grants management system
● Provide technical assistance to applicants with online application and reporting processes
Award Management
● Manage all grantee correspondence and internal logistics related to the processing and execution of contracts and agreements
● Work with program staff to determine grant payment schedules, reporting deadlines, and recognition requirements
● Develop, maintain, and deliver grantmaking dashboards, data visualizations, and performance analytics for board and staff audiences, translating complex grant portfolio data into actionable insights that support strategic oversight, measure progress against objectives, and inform funding decisions throughout the year
● Serve as key contact for questions/comments on agreements with grantees, vendors, and other partners, coordinating with internal stakeholders, as applicable
● Partner with finance team to process payments for all grant awards, audit requirements, and grant projection reporting, ensuring full compliance with internal controls
● Support program leads and grantees to ensure compliance with grant agreements, project- specific requirements, and successful project implementation
● Provide accurate grant data/information to staff
Additional Responsibilities
● Communicate with diverse stakeholders (e.g., nonprofit agencies, public and private funders) regarding the family’s grantmaking priorities, guidelines, and proposal review processes
● Engage with external grantmaking networks and peer organizations to stay informed of emerging trends, benchmark organizational practices, and drive continuous improvement in grantmaking processes and outcomes
● Support periodic vendor management needs
● Participate in team meetings to discuss operational matters, grants, new projects, etc.
● Work directly with senior leadership on Board-related requests outside the typical scope of the Foundation’s grantmaking
● Provide additional support to staff, as required
Required Qualifications and Core Competencies
● Bachelor’s degree and at least 5 years of professional work experience in foundation administration and/or grants management. Family office experience is a strong plus.
● Strong knowledge of philanthropic grantmaking processes, grant management systems, and financial reporting. Proficiency in Microsoft Office Suite required; SmartSimple database experience strongly preferred.
● Experience creating dashboards, reports, and data visualizations to support decision-making
● Superb attention to detail
● Excellent administrative and project management skills
● Strong facilitation skills and ability to serve as an effective liaison across departments and teams
● Strong internal motivation, with the ability to effectively and efficiently set priorities and independently manage multiple tasks under minimal supervision
● Excellent written, verbal, collaborative, interpersonal, and problem-solving skills
● Highly responsive with the ability to shift priorities quickly as organizational demands require
● High level of discretion in maintaining confidentiality of information
● Committed to ongoing learning and professional and personal development
● Professional, flexible, and a can-do attitude
Compensation and Benefits
The starting salary for the Grants Manager position will be in the $100,000 -$110,000 range. The Company provides a generous comprehensive compensation package, including medical insurance, paid time off, 401k, annual incentives, and more.
Work Environment
The Company maintains a hybrid office environment out of their Chicago, Illinois office near several CTA and Metra lines in the Loop.
Application Process
This is a rolling search; prospective candidates are encouraged to submit their materials via this site by November 9, 2026, but the application will remain open until the position is filled by a qualified candidate.
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