Director of Grant Operations

Summary 

At Goodwill Mission Services of Silicon Valley, our purpose is simple and powerful: to help people build skills, find meaningful work, and thrive in our community. For nearly 100 years, we have been a trusted partner in connecting opportunity with people's potential. By working hand in hand with local experts, employers, and community members, we create pathways to education, employment, and lasting economic mobility. 

As a team, we are committed to: 

• Empowering one another to do our best work and grow together. 

• Building strong partnerships and serving as a driving force for economic opportunity in Silicon Valley. 

• Modeling teamwork, integrity, and cultural intelligence in everything we do. 

• Acting with mutual respect for each other, our community, and the environment we share. 

Goodwill of Silicon Valley is much more than a collection of thrift stores. It is a catalyst for transformation. For nearly 100 years, Goodwill of Silicon Valley has been dedicated to building an inclusive economy in Silicon Valley by creating opportunities for people to achieve self-sufficiency and economic independence. By selling donated goods at affordable prices, Goodwill of Silicon Valley ensures the community has access to essential items while promoting sustainability through the reuse and recycling of goods. The stores serve as a source of the organization's program revenue and provide opportunities for job training and employment. 

Goodwill Mission Services seeks an operations, grant finance and compliance leader to oversee   $8+ million in federal, state, and local funding agreements. Reporting to the Executive Director and leading a team of 5, this position manages multiple priorities, takes initiative, and drives for quality results. This role fosters clear communication and effective working relationships with external funders and our internal partners in Finance and Human Resources. This is an onsite position. 

Goodwill Mission Services runs about $8 to $9 million a year across seven government grants that span federal, state, county, and city funders. This role owns grant operations lifecycle end to end across that portfolio which includes analysis, compliance, audit support, and stakeholder communication. It also manages the working relationship with our parent organization, Goodwill of Silicon Valley, which provides our accounting system, payroll, HR, IT, and legal support. Goodwill of Silicon Valley also contributes a significant amount   in unrestricted funds, drawn from donated goods retail profit, into Goodwill Mission Services operations. 

Job Responsibilities 

Grant Financial Operations (30%) 

• Develop grant budgets compliant with 2 CFR 200 / specific Grant guidelines and monitor budget-to-actual across the portfolio. 

• Lead invoicing, drawdown support, and financial reporting across seven awards. Provide timely analysis on how remaining grant budget can be utilized in the most efficient and impactful manner 

• Develop grant budgets and monitor budget-to-actual across the portfolio. 

• Translate the parent organization's general ledger into grant-compliant financial output and provide support during audits. 

• Manage indirect cost rates, which vary by grant, as a coordinated set and closely work with parent organization’s accounting team on maintaining audit ready support paperwork on indirect rates. 

Compliance (30%) 

• Own the department's compliance infrastructure across five layers: policies, written procedures, internal controls, records and retention, and training and monitoring. 

• Develop and maintain compliance policies and standard operating procedures (SOPs) for training and operations across all funders. 

• Own eligibility rules, documentation standards, and file review across all funders. 

• Own the time and effort policy, the certification schedule, and standards. The Compliance Analyst runs the monthly certification mechanics. 

• Review, approve, and certify the reconciliation between grant billing and program reporting, including the AB109-to-CFET claiming reconciliation, which carries audit exposure. 

• Set records and retention standards across all awards. 

• Train staff on compliance procedures and monitor adherence as the department scales. 

• Maintain audit readiness and serve as point of contact for the single audit run by the parent organization. 

• Support the financial and risk-management standards within the CARF accreditation process, in support of the accreditation owner. This role does not own CARF conformance. 

Data and Systems (20%) 

• Oversee the client data system (CaseWorthy), administered under contract by an outside vendor. 

• Build toward moving CaseWorthy administration in-house. 

• Set data quality standards that hold as enrollment scales. 

• Work on appropriate BI tools to improve reporting and help develop key performance indicators by grant. 

• Provide support and guidance in set up of Netsuite Social Impact module. 

Operations and the Parent Relationship (20%) 

• Manage the service relationship with Goodwill of Silicon Valley across finance, HR, IT, and legal. 

• Own the cost-sharing arrangement between the two organizations. 

• Occasionally act as chief of staff to Executive Director, Mission Services and assist in strategic planning cycles and stakeholder communication. 

Responsibilities may be added, deleted or changed at any time at the discretion of management, formally or informally either orally or in writing. 

Required Qualifications/Experience 

• Bachelor's degree in public administration, accounting (non-profit focus), or a similar quantitative oriented field, or an equivalent combination of education and experience. 

• Five or more years of progressive grants management experience or nonprofit finance with focus on project management, ideally in a grant-funded organization. Seven or more years preferred. 

• Direct experience and deep knowledge of federal grant compliance and the Uniform Guidance (2 CFR 200). 

• Fund accounting experience, including nonprofit GAAP and cost allocation. 

• Budgeting, forecasting, and cash flow management, including grant drawdown timing. 

• Experience managing time and effort tracking and effort certification.  

• Experience with a single audit, from the organization side. 

• Experience managing indirect cost rates. 

• Experience with an ERP or financial management system. 

• Supervisory experience. 

Preferred Qualifications/Experience 

• Experience with Department of Labor or Veterans Affairs grants. Our portfolio includes HVRP and SSVF. 

• Experience with California State and county workforce or reentry funding. 

• Familiarity with a client data or case management system such as CaseWorthy. 

• General tech savviness across systems, BI tools, time tracking software, Microsoft Excel and Powerpoint. 

• Experience working inside or alongside a parent organization or shared-services arrangement.  

• MBA or CPA with Project Management experience or certification highly desired. 

• Familiarity with NetSuite (ERP system). 

Aptitudes/skills/temperament 

• Can build a function, not just run one that already works. 

• Holds programs accountable while keeping them as working partners. 

• Comfortable operating on systems the organization does not fully control. 

• Strong attention to detail and organization. 

• Clear written and oral communication with funders and internal partners. 

Key Performance Indicators 

Success in this role will be measured by the ability to: 

• Establish a reconciliation process between grant billing and program reporting. 

• Strengthen data quality controls at intake so they hold as enrollment scales. 

• Design the team and controls so that no single role is a point of failure for invoicing or reporting. 

• Keep the portfolio audit-ready across all seven awards. 

Job Requirements 

• Onsite at Goodwill of Silicon Valley headquarters in San Jose. 

• Computer literate. Knowledge of MS Office required, with intermediate to advanced Excel preferred. 

• Must pass a criminal background check. 

Working and Physical Conditions 

• Location: Goodwill of Silicon Valley headquarters in San Jose. Regular in-person contact with staff, partners, and funders. 

• Onsite role. 

• Sedentary work, frequently sitting for extended periods in front of a computer monitor. 

• May occasionally require lifting objects up to 20 lbs.