The Coleman Foundation
Location : Chicago, hybrid 3 days/week in office
NOTE: DO NOT APPLY VIA LINKED IN - SEE APPLICATION INSTRUCTIONS BELOW
WHO WE ARE
The Coleman Foundation is a private grant-making foundation with an endowment of approximately $180 million. Supported by our community-minded board of directors, our small, collaborative staff is committed to ensuring that our grantee partners are equipped to meet the unprecedented challenges of 2025 and beyond. This year we are implementing new strategies for our 3 program areas: Entrepreneurship, Health and Intellectual & Developmental Disabilities, and making approximately 100 grants totaling $9 million. Learn more: www.colemanfoundation.org THE OPPORTUNITY
The Data and Grants Manager (DGM) is a pivotal new hire that will partner with leadership to modernize grantmaking systems. Leading Fluxx administration and cross-functional integrations (finance, operations, and program), the role builds end-to-end processes that make data reliable, accessible and actionable across the foundation. The DGM will operationalize new leadership priorities by streamlining compliance, strengthening grantee experience and creating a durable, data-driven backbone for current and future strategies. ABOUT THE ROLE
The DGM will be instrumental in shaping, executing and overseeing our grantmaking policies, systems, and processes. This role ensures seamless management of the entire grant lifecyclefrom application intake and data oversight to reporting and stakeholder engagement. In addition to operational responsibilities, the DGM will spearhead initiatives that enhance and modernize the foundations grantmaking approach, playing a vital role in advancing its long-term mission and impact. To be effective in this position, the DGM will work collaboratively across multiple internal and external constituents, demonstrating a deep understanding of the needs of applicants, grantees, Foundation leadership and other stakeholders, ensuring that those perspectives are incorporated in the grant-making process. PRIMARY DUTIES AND RESPONSIBILITIES Grants Management Manage and continuously work to improve the Foundations Fluxx grants management system (GMS), processes and capabilities for greater efficiency and efficacy. Proactively design and conduct training for staff, board, consultants and grantees to support shared understanding of our grantmaking policies and processes. Ensure the team is updated on new functionalities including AI and other integrations. Lead the Foundations grant cycle work of award management, funding, payment and reporting. Serve as an expert resource on industry grantmaking best practices through participation in professional development opportunities through Fluxx, PEAK Grantmaking, etc.
Systems Management
Ensure seamless integration of the Fluxx grants management software with the Foundations accounting (QuickBooks Online, Bill.com) and operating systems. Serve as lead for Fluxx technical support; escalating issues to Fluxx Helpdesk as needed. Coordinate and conduct functionality testing of system upgrades and updated configurations; track and resolve system issues with Fluxx. Ensure and evaluate the integrity of grants-related data and systems, and systems records. Process grantee audit and nonprofit status confirmations.
Financial & Legal Compliance
Prepare, send, and track award letters, grant agreements and related documents, confirming compliance with IRS regulations and Foundation requirements. Work closely with the CFO to process, track, and record grant payments. Manage process to ensure grant budget allocation is consistent and accurate. With the CFO, ensure compliance with tax laws governing the Foundations grants and source of funding. Remain up to date on foundation and nonprofit best practices, grant-making guidelines and regulations and manage and recommend changes for new and existing grantmaking policies, including the incorporation of new tax and charitable contribution laws.
Grantee Relations
Serve as the primary contact for past, current, and prospective grantee inquiries about the grants process (including eligibility, application, approval, grant agreements, payments and reporting). Troubleshoot grantee issues, manage the proper workflow of grant cycle milestones and tasks. Serve as primary Fluxx and technical support for grantees throughout the grantmaking process. Maintain accuracy of grantee records, including organizational, financial, banking and contact information, grant status, coding, reporting and payments. Data Management and Support
Design process to embed foundation evaluation framework into Fluxx and grant reporting process. Work closely with staff to produce and assemble board book materials and visualizations for quarterly and ad-hoc board meetings, including grant dockets, presentations, reports and related documents. Manage, maintain and deliver grant-related reporting to internal and external stakeholders. Prepare and present reports during Board Meetings that provide strategic insights related to grantee and grantmaking trends. Assist Program team with due diligence, including reviewing financial statements and other research. Maintain and provide data for internal operational purposes, e.g., regular payment releases and cash flow reporting, program budgeting, website grants listing, 990-PF schedules annual audit.
QUALIFICATIONS
Minimum 5 years using and managing a GMS or database. Preference given to candidates with experience utilizing Fluxx grants management systems. Requires a bachelors degree or equivalent experience in a field related to the nonprofit sector. Demonstrated knowledge of budgeting, analysis, reporting and grants management. Deep understanding of grants management policies, processes and systems that have been gained by working at a grantmaking organization or in a grants management-related role. Knowledge of federal, IL state and local government laws and regulations regarding grant agreements and administration, including tax laws governing charitable contributions. Ability to design and deliver effective individual and group training sessions and materials. Superior data management skills, with demonstrated attention to detail, accuracy and high-quality work. Strong computer skills and experience with Microsoft365 Office Suite, esp. Outlook, Excel, Word, PowerPoint, and DocuSign Strong writing, editing, proofreading, research and grammar skills.
PERSONAL ATTRIBUTES FOR SUCCESS
Strong analytical capabilities with a proven ability to evaluate, integrate and distill complex information into clear, actionable insights. Experience with or passion for our mission, vision, values and one or more of our 3 program areas. Demonstrated ability to work as part of a team and with people who hold diverse perspectives. Capacity to work amicably in a lean team with a high volume of work, as well as a deep sense of responsibility and accountability. Highly developed emotional intelligence, self-reflection and demonstrated ability to use interpersonal skills and political acumen in respectful and collaborative ways. Flexibility and curiosity while collaborating directly with teams and managing multiple stakeholders. High degree of professional ethics and integrity.
COMPENSATION/BENEFITS
Salary is competitive and commensurate with experience. The salary range for this position is $75,000 to $90,000. Benefits include: SEP Retirement Plan with employer contribution Short-and long-term disability insurance Generous PTO Pre-tax Commuter Plan Onsite fitness center Employee Matching Gifts
Note: Provided at no cost to the employee. 90% for partner/family. HYBRID ARRANGEMENT & LOCATION
We currently work with a hybrid arrangement. The Foundation provides expenses related to remote work including equipment, software and internet access. Employees are expected to work in the office Tuesday through Thursday and occasionally other weekdays as needed. Our renovated offices are in the Civic Opera Building (20 N. Wacker Dr.) centrally located in downtown Chicago and easily accessible by Metra/CTA. EQUAL OPPORTUNITY EMPLOYMENT
The Coleman Foundation is an Equal Opportunity Employer. We do not discriminate on the basis of race, gender, religion, color, national origin, sexual orientation, age, marital status, veteran status, or disability status. All employees are responsible for maintaining a work culture free from discrimination and harassment by treating others with kindness and respect. We value a diverse work environment because teams are stronger with different perspectives and experiences. We encourage women, people of color, LGBTQIA individuals, people with disabilities, members of ethnic minorities, foreign-born residents, older members of society, and others from minority groups and diverse backgrounds to apply. PHYSICAL DEMANDS
This position is primarily a sedentary role. However, the person in this position may need to occasionally move about inside the office to liaise with internal staff, access files, office machinery and a copier/scanner/printer. We are committed to providing access, equal opportunity and reasonable accommodation for individuals with disabilities in employment, its programs, and operations. TO APPLY
Send the following materials to search@colemanfoundation.org, with Last Name, First Name: Data and Grants Manager in the subject line: A cover letter describing your interest in the position, experience working with foundations and data and grants management processes, systems and tools, and how your experience directly aligns with the position. A resume that includes a chronological description of your experience and education.
Dr. Victor E. Chears of Chears & Associates has been exclusively retained for this search and will manage communication and contact through process. Please refrain from direct communication with Foundation Board and Staff. #J-18808-Ljbffr
The Coleman Foundation is a private grant-making foundation with an endowment of approximately $180 million. Supported by our community-minded board of directors, our small, collaborative staff is committed to ensuring that our grantee partners are equipped to meet the unprecedented challenges of 2025 and beyond. This year we are implementing new strategies for our 3 program areas: Entrepreneurship, Health and Intellectual & Developmental Disabilities, and making approximately 100 grants totaling $9 million. Learn more: www.colemanfoundation.org THE OPPORTUNITY
The Data and Grants Manager (DGM) is a pivotal new hire that will partner with leadership to modernize grantmaking systems. Leading Fluxx administration and cross-functional integrations (finance, operations, and program), the role builds end-to-end processes that make data reliable, accessible and actionable across the foundation. The DGM will operationalize new leadership priorities by streamlining compliance, strengthening grantee experience and creating a durable, data-driven backbone for current and future strategies. ABOUT THE ROLE
The DGM will be instrumental in shaping, executing and overseeing our grantmaking policies, systems, and processes. This role ensures seamless management of the entire grant lifecyclefrom application intake and data oversight to reporting and stakeholder engagement. In addition to operational responsibilities, the DGM will spearhead initiatives that enhance and modernize the foundations grantmaking approach, playing a vital role in advancing its long-term mission and impact. To be effective in this position, the DGM will work collaboratively across multiple internal and external constituents, demonstrating a deep understanding of the needs of applicants, grantees, Foundation leadership and other stakeholders, ensuring that those perspectives are incorporated in the grant-making process. PRIMARY DUTIES AND RESPONSIBILITIES Grants Management Manage and continuously work to improve the Foundations Fluxx grants management system (GMS), processes and capabilities for greater efficiency and efficacy. Proactively design and conduct training for staff, board, consultants and grantees to support shared understanding of our grantmaking policies and processes. Ensure the team is updated on new functionalities including AI and other integrations. Lead the Foundations grant cycle work of award management, funding, payment and reporting. Serve as an expert resource on industry grantmaking best practices through participation in professional development opportunities through Fluxx, PEAK Grantmaking, etc.
Systems Management
Ensure seamless integration of the Fluxx grants management software with the Foundations accounting (QuickBooks Online, Bill.com) and operating systems. Serve as lead for Fluxx technical support; escalating issues to Fluxx Helpdesk as needed. Coordinate and conduct functionality testing of system upgrades and updated configurations; track and resolve system issues with Fluxx. Ensure and evaluate the integrity of grants-related data and systems, and systems records. Process grantee audit and nonprofit status confirmations.
Financial & Legal Compliance
Prepare, send, and track award letters, grant agreements and related documents, confirming compliance with IRS regulations and Foundation requirements. Work closely with the CFO to process, track, and record grant payments. Manage process to ensure grant budget allocation is consistent and accurate. With the CFO, ensure compliance with tax laws governing the Foundations grants and source of funding. Remain up to date on foundation and nonprofit best practices, grant-making guidelines and regulations and manage and recommend changes for new and existing grantmaking policies, including the incorporation of new tax and charitable contribution laws.
Grantee Relations
Serve as the primary contact for past, current, and prospective grantee inquiries about the grants process (including eligibility, application, approval, grant agreements, payments and reporting). Troubleshoot grantee issues, manage the proper workflow of grant cycle milestones and tasks. Serve as primary Fluxx and technical support for grantees throughout the grantmaking process. Maintain accuracy of grantee records, including organizational, financial, banking and contact information, grant status, coding, reporting and payments. Data Management and Support
Design process to embed foundation evaluation framework into Fluxx and grant reporting process. Work closely with staff to produce and assemble board book materials and visualizations for quarterly and ad-hoc board meetings, including grant dockets, presentations, reports and related documents. Manage, maintain and deliver grant-related reporting to internal and external stakeholders. Prepare and present reports during Board Meetings that provide strategic insights related to grantee and grantmaking trends. Assist Program team with due diligence, including reviewing financial statements and other research. Maintain and provide data for internal operational purposes, e.g., regular payment releases and cash flow reporting, program budgeting, website grants listing, 990-PF schedules annual audit.
QUALIFICATIONS
Minimum 5 years using and managing a GMS or database. Preference given to candidates with experience utilizing Fluxx grants management systems. Requires a bachelors degree or equivalent experience in a field related to the nonprofit sector. Demonstrated knowledge of budgeting, analysis, reporting and grants management. Deep understanding of grants management policies, processes and systems that have been gained by working at a grantmaking organization or in a grants management-related role. Knowledge of federal, IL state and local government laws and regulations regarding grant agreements and administration, including tax laws governing charitable contributions. Ability to design and deliver effective individual and group training sessions and materials. Superior data management skills, with demonstrated attention to detail, accuracy and high-quality work. Strong computer skills and experience with Microsoft365 Office Suite, esp. Outlook, Excel, Word, PowerPoint, and DocuSign Strong writing, editing, proofreading, research and grammar skills.
PERSONAL ATTRIBUTES FOR SUCCESS
Strong analytical capabilities with a proven ability to evaluate, integrate and distill complex information into clear, actionable insights. Experience with or passion for our mission, vision, values and one or more of our 3 program areas. Demonstrated ability to work as part of a team and with people who hold diverse perspectives. Capacity to work amicably in a lean team with a high volume of work, as well as a deep sense of responsibility and accountability. Highly developed emotional intelligence, self-reflection and demonstrated ability to use interpersonal skills and political acumen in respectful and collaborative ways. Flexibility and curiosity while collaborating directly with teams and managing multiple stakeholders. High degree of professional ethics and integrity.
COMPENSATION/BENEFITS
Salary is competitive and commensurate with experience. The salary range for this position is $75,000 to $90,000. Benefits include: SEP Retirement Plan with employer contribution Short-and long-term disability insurance Generous PTO Pre-tax Commuter Plan Onsite fitness center Employee Matching Gifts
Note: Provided at no cost to the employee. 90% for partner/family. HYBRID ARRANGEMENT & LOCATION
We currently work with a hybrid arrangement. The Foundation provides expenses related to remote work including equipment, software and internet access. Employees are expected to work in the office Tuesday through Thursday and occasionally other weekdays as needed. Our renovated offices are in the Civic Opera Building (20 N. Wacker Dr.) centrally located in downtown Chicago and easily accessible by Metra/CTA. EQUAL OPPORTUNITY EMPLOYMENT
The Coleman Foundation is an Equal Opportunity Employer. We do not discriminate on the basis of race, gender, religion, color, national origin, sexual orientation, age, marital status, veteran status, or disability status. All employees are responsible for maintaining a work culture free from discrimination and harassment by treating others with kindness and respect. We value a diverse work environment because teams are stronger with different perspectives and experiences. We encourage women, people of color, LGBTQIA individuals, people with disabilities, members of ethnic minorities, foreign-born residents, older members of society, and others from minority groups and diverse backgrounds to apply. PHYSICAL DEMANDS
This position is primarily a sedentary role. However, the person in this position may need to occasionally move about inside the office to liaise with internal staff, access files, office machinery and a copier/scanner/printer. We are committed to providing access, equal opportunity and reasonable accommodation for individuals with disabilities in employment, its programs, and operations. TO APPLY
Send the following materials to search@colemanfoundation.org, with Last Name, First Name: Data and Grants Manager in the subject line: A cover letter describing your interest in the position, experience working with foundations and data and grants management processes, systems and tools, and how your experience directly aligns with the position. A resume that includes a chronological description of your experience and education.
Dr. Victor E. Chears of Chears & Associates has been exclusively retained for this search and will manage communication and contact through process. Please refrain from direct communication with Foundation Board and Staff. #J-18808-Ljbffr