Company: Sunflower Foundation
Job Title: KFA Grants Manager
Job Classification: Exempt; Full-Time
Work Schedule: As agreed and approved upon between employee and supervisor in accordance to normal operating hours of 8am-5pm, Monday through Friday.
Pay Range: $55,000-$70,000, based on experience
Reporting Relationship: Chief Financial Officer
Supervises: None
Location: On-site, Topeka Office (In‑office for the first 90 days; consideration thereafter for hybrid of up to 1 remote day/week).

About Us:

The Kansas Fights Addiction (KFA) Grants Manager joins a team responsible for supporting the KFA Program and Sunflower Foundation in achieving their mission and strategic priorities. This role provides day-to-day assistance to the KFA program department and related areas, collaborating with Sunflower and KFA staff, grantees, partners, boards, and stakeholders. It works closely with programming staff and all Foundation team members and performs other duties that provide essential support to the Foundation.

Position Summary:

The KFA Grants Manager assists Sunflower Foundation in managing grants for the Kansas Office of the Attorney General. This position works closely with the Sunflower Grants Manager to execute grantmaking, manage documents, maintain databases, and communicate with leadership, staff, and grantees. Reporting to the CFO, this position promotes best practices throughout the grant lifecycle and supports the foundation with system design, implementation, and monitoring via Fluxx, the Foundation’s grants management system, ensuring grants align with foundation and state goals while meeting IRS, audit, and legal requirements. The role requires strong analytical, organizational, and communication skills, as well as a team-oriented approach to working with all partners and staff. It suits someone with grants management experience who enjoys system optimization and balancing administrative tasks with strategic improvements.

Primary Responsibilities:

Systems and Database Management

Fluxx is Sunflower’s grants management software system (GMS). The Grants Manager will promote data integrity and system functionality to support operational excellence and strategic decision-making.

• Apply technical programming and grant data maintenance in GMS, including monitoring and tracking the flow of data through the system for use by all participants in real time.
• Facilitate improvements to grantmaking forms, reports, templates, and applications, as well as any subsequent modifications throughout the grantmaking lifecycle, on an as-needed basis.
• Create and maintain accurate grant files that meet legal, auditing, and foundation requirements, including IRS compliance.
• Set up and maintain systems to establish reporting procedures, manage payments, and track schedules.
• Design and implement a workflow for efficient grant processes.
• Organize formal training, including the creation of related training tutorials on grantmaking practices for staff, grantees, trustees, and other stakeholders.

Grants Cycle Management

A typical grants management cycle includes Requests for Proposal (RFPs), entity applications including eligibility checks, organizational due diligence tasks, grant agreements for awardees, payments, reports, feedback, and impact reporting. This position manages grants throughout the cycle, including but not limited to tasks such as:

• Manage the entire grant lifecycle, including administration, reporting, modifications, and closures.
• Prepare related correspondence such as agreements, payment schedules, budget changes, and amendments.
• Participate in staff reviews of RFPs and potential applications.
• Review proposals for eligibility and completeness, follow up with grantees on application issues, and assist applicants throughout the process.
• Collaborate with the CFO to review applications, draft grant agreements, and ensure due diligence. Consult with Program Officers on special conditions.
• Coordinate monthly grant payments with the CFO, verifying requirements and developing schedules aligned with policies and grantee needs.
• Manage grant data daily in Fluxx, ensuring accuracy and completeness.
• Provide grant information to leadership and monitor submission of reports. Review financial and progress reports, following up as needed.
• Work with staff on any major grant changes.
• Assess financial reports for compliance and flag concerns.
• Support the preparation of reports for staff and Board meetings. Continuously improve grantmaking and administrative processes for efficiency.

Grants Evaluation and Impact Reporting

• Assists with grants payable reconciliations between Fluxx and the general ledger.
• Assists CFO in preparing grant reports.
• Supports production of evaluation data relative to the foundation’s impact for boards (Sunflower and KFA), committees, and other stakeholders.
• Other administrative duties as needed.

Qualifications:

• An associate’s degree from an accredited college or university, in a related field, is required
• Two (2) or more years of related work experience
• Experience in philanthropy, foundation, or other non-profit grant management or grant administration preferred
• Database proficiency (Access, Excel, or a similar proprietary database product)
• Experience with Windows-based programs including the Microsoft Office package
• Demonstrated organization and time management skills
• Attention to detail and problem-solving, with demonstrated capacity to meet deadlines and commitment to customer service
• Proficient in written and oral communication skills
• Remaining open-minded and coachable with the ability to work effectively as part of a team as well as independently
• Unquestionable ethics and personal integrity

Physical Demands:

• Ability to read, talk on the phone, speak clearly, and listen effectively.
• Unpack, lift, and move items up to thirty (30) pounds.
• Ability to work on the computer for hours at a time and concentrate on detailed information.
• Vision abilities for peripheral vision and depth perception.
• Sit, stand, and walk for extended periods of time.
• Bend, kneel and reach items with use of hands to finger, handle or feel objects, tools, or controls.

Work Environment:

• Professional and deadline-oriented environment in an office setting.
• Interaction with all foundation partners, staff, and stakeholders.

Additional Duties:

Additional duties and responsibilities may be added to this job description at any time. The job description does not state or imply that these are the only activities to be performed by the employee(s) holding this position. Employees are required to follow any other job-related instructions and to perform any other job-related responsibilities as requested by their supervisor.