Associate Director of Government Grants & Contracts

Associate Director of Government Grants & Contracts

Department: Fund Development
Reports To: Chief Advancement Officer
FLSA Status: Exempt

Position Summary

The Associate Director of Government Grants & Contracts leads the development, submission, administration, and monitoring of government grants and contracts. Reporting to the Chief Advancement Officer, this position identifies government funding opportunities, leads responses to Requests for Proposals and other solicitations, and coordinates contract renewals, amendments, modifications, and reporting requirements.

The Associate Director must be well-versed in New York City, New York State, and federal government grants and contracts and able to manage the full funding lifecycle—from opportunity identification and proposal development through contract execution, compliance, reporting, renewal, and closeout.

Essential Responsibilities

Government Grant and Proposal Development

• Identify and evaluate New York City, New York State, and federal government funding opportunities aligned with Project Hospitality’s mission and strategic priorities.
• Lead the preparation and submission of government grant applications, Requests for Proposals, Notices of Funding Opportunity, concept papers, and other competitive solicitations.
• Write and edit compelling program narratives, organizational descriptions, needs statements, implementation plans, performance measures, and other required proposal components.
• Coordinate proposal development with program, finance, planning, executive, and other appropriate staff.
• Develop proposal timelines, submission checklists, and internal review processes to ensure complete, accurate, and timely submissions.
• Coordinate the development of proposal budgets and budget narratives with finance and program leadership.
• Maintain a pipeline of government funding opportunities and provide regular updates to the Chief Advancement Officer and executive leadership.

Government Contract Administration

• Coordinate the preparation and submission of contract renewals, amendments, modifications, extensions, and supporting documentation.
• Review government awards and contracts to identify programmatic, fiscal, reporting, staffing, and compliance requirements.
• Monitor contract deadlines, deliverables, reporting schedules, renewal dates, and other contractual obligations.
• Prepare and distribute contract summaries to program, finance, and executive staff.
• Maintain the agency’s master Government Grants and Contracts List, funding calendar, and related tracking systems.
• Coordinate required notifications to funders regarding staffing, programmatic, fiscal, or operational changes.
• Support equipment disposition requests and obtain funder approvals when required.
• Assist with contract closeouts, corrective-action plans, and the resolution of contract-related issues.

Funder and Agency Relations

• Serve as a primary point of contact with government agencies, Managed Care Organizations, and other public funding entities regarding grant and contract requirements.
• Maintain effective working relationships with government program officers, contract managers, and external stakeholders.
• Attend bidders’ conferences, contract meetings, technical-assistance sessions, and funder meetings as requested.
• Track and respond to funder requests for information, documentation, clarification, and corrective action.

Government Systems and Registrations

Serve as the agency administrator or primary user for government grant, contracting, and vendor-management systems, including:

• HHS Accelerator
• PASSPort
• NYS Grants Gateway
• SAGE
• e-snaps
• NYS Vendor Responsibility
• NYS Vendor Management systems
• SAM.gov and Grants.gov
• Other government portals and systems as assigned

Ensure that organizational registrations, certifications, vendor records, user access, and required documentation remain accurate and current.

Compliance, Reporting, and Records Management

• Maintain comprehensive electronic and paper files for government grants, contracts, proposals, renewals, amendments, reports, and related correspondence.
• Assist program and finance staff with interpreting and meeting government grant and contract requirements.
• Coordinate program certification applications, renewals, and required documentation.
• Monitor grant and contract performance requirements and follow up with responsible departments regarding outstanding deliverables.
• Support government audits, monitoring reviews, site visits, and requests for documentation.
• Ensure that grant and contract records comply with organizational policies, funder requirements, and record-retention standards.
• Provide technical assistance and training to staff regarding government funding processes, contract compliance, and government systems.

Leadership and Collaboration

• Work closely with the Chief Advancement Officer to strengthen Project Hospitality’s government funding strategy and expand public funding opportunities.
• Collaborate across departments to ensure alignment among proposal commitments, program operations, budgets, performance measures, and reporting.
• Develop tools and procedures that improve the efficiency and accuracy of government grant and contract administration.
• Supervise staff, consultants, interns, or assigned projects as applicable.
• Perform other related duties as assigned.

Qualifications

• Bachelor’s degree in nonprofit management, public administration, business administration, communications, finance, or a related field required; advanced degree preferred.
• Minimum of five years of progressively responsible experience writing and administering government grants and contracts.
• Demonstrated experience responding to New York City, New York State, and federal government Requests for Proposals and funding opportunities.
• Strong knowledge of public-sector procurement, contracting, compliance, reporting, and renewal processes.
• Experience using New York City, New York State, and federal government grants and contracting systems.
• Exceptional grant-writing, editing, research, and project-management skills.
• Ability to interpret complex government solicitations, contracts, regulations, and compliance requirements.
• Experience developing program narratives, scopes of work, performance measures, budgets, and budget narratives.
• Excellent organizational skills, attention to detail, and ability to manage multiple priorities and deadlines.
• Strong interpersonal skills and demonstrated ability to work collaboratively with program, finance, development, and executive leadership.
• Proficiency with Microsoft Office, databases, shared-document systems, and electronic grants-management platforms.
• Commitment to Project Hospitality’s mission and the Staten Island communities it serves.

Qualifications

Education & Experience

• Bachelor's degree in Business Administration, Public Administration, Nonprofit Management, Accounting, or a related field preferred.
• Associate degree with relevant government contract administration experience will be considered.
• Minimum of 3 years of experience in government contract administration, grants management, or nonprofit administration.
• Experience working with federal, state, or local government funding preferred.

Knowledge, Skills & Abilities

• Working knowledge of government contracting processes and grant administration.
• Strong organizational and project management skills with exceptional attention to detail.
• Ability to manage multiple deadlines and prioritize competing assignments.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite, Adobe Acrobat, Google Workspace, and online government portals.
• Ability to work independently while collaborating effectively with cross-functional teams.
• Strong customer service and problem-solving skills.
• Ability to maintain confidentiality and exercise sound judgment.