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Grants Supervisor

Location: Honolulu
Posted on: November 26, 2022

Job Description:

The Grants Supervisor (GS) is responsible for coordinating and supervising the execution of the day-to-day work of the assigned Grants Officers (GO), including all related planning, solicitation, application, review, recommendation, contracting, monitoring & close out and evaluation processes and related activities.

The Grants Supervisor is responsible for implementing assigned grant program activities, including participation in, leading and supervision of Grants Officers in program planning, initial solicitation draft, application review, evaluation and written and oral recommendation(s) communications, creating contracts, monitoring grantee(s) performance and completing close out activities. Supervision includes development of staff to further beneficiary and community investments.


1. Manages individuals and team(s) of Grant Officers, directs their work and provides constant feedback and communication to ensure achievement of program goals.

a. Coordinates and manages employee workflow.

b. Assesses work performance and identifies areas of improvement, ensuring that business goals, deadlines and performance standards are met.

c. Trains and on-boards new hires to ensure they understand their roles, individual goals and compliance with the company's plans and vision.

2. Understands, coordinates and supervises Grants Officers to execute the overall grants program activities, including all related planning, solicitation, application, review, recommendation, contracting, monitoring, close out and evaluation processes and activities.

3. Works with Grants Manager and Strategy Management Office to develop aligned solicitation(s) and other grant related specifications and performance measures to align with OHA strategic plan.

4. Reviews or initially drafts Request(s) for Information, Solicitation(s), Request(s) for Proposals, policies, processes, procedures, forms (e.g., applications), and/or other program documents.

5. Leads and oversees application review process activities for the assigned grant solicitation(s). Reviews results of application analysis and prepares grant recommendations for award, including drafting of award recommendation memorandum(s) to Board of Trustees via Administration. Presents updates and other information to Administration, Board of Trustees and external settings, as directed.

6. Oversees the issuance of notice(s) of award, related negotiation, drafting and execution of agreements, contracts and other documents and related fiscal documents and processes (e.g., purchase requisition, purchase order, payment on contracts).

7. Conducts and provides management oversight for desktop and on-site monitoring for program performance and grant compliance. Processes fiscal payments, maintains standard grant files, comprehends, and writes related reports, identifies problems and initiates corrective actions as needed, and finalizes the closeout of grant agreements and contracts as required.

8. Identifies effective methods to simplify, improve and streamline OHA's internal processes to receive, process, review and award grants and contracts.

9. Establishes, coordinates, and maintains effective working relationships with Trustees, OHA staff, public/private agencies, community groups, individuals, and other state departments. Represents the program in a variety of interdepartmental coordination activities in regards to granting and contracting.

10. Communicates information on the Grants Program to the public and organizations through meetings, presentations, and direct communication via phone, email, and in-person.

11. Coordinates the advertising and promotion of grant program awards, activities in collaboration with communications function (e.g., OHA website, Ka Wai Ola, social media).

12. Assists the Grants Manager by facilitating and coordinating work flow among other OHA programs including, but not limited to, Financial Services, Advocacy, Beneficiary Services, Community Engagement, Research and Strategy Management.

13. Researches and prepares reports, memos and other correspondence as delegated by the Grants Manager.

14. Advises the Grants Manager and Resources Management Division Director (functioning as the Chief Financial Officer "CFO") on a variety of subjects, including legislative matters, budgetary and personnel issues, technical areas, and other confidential programmatic related matters.

15. Participates in the design and implementation of the OHA strategic plan, program work plans, operational budget, programs and policies, as directed.

16. Participates in the design and implementation of the grants related program work plans, operational budget, programs, and policies, as directed.

17. Makes hiring and other personnel recommendations for the Program to the Grants Manager.

18. Ensures that employees within the Program share information and insights, use collaboration as needed to explore issues and/or solve problems, and demonstrate shared responsibility for program performance. Takes whatever actions are required to positively replace behaviors and/or persons when necessary.

19. Performs supervisory tasks, such as leave time approvals, performance reviews, coaching, training, and related employment decisions for assigned staff members.

20. Fully supports in action, language, behavior, and performance the priorities, decisions, and directives of the Grants Manager, CFO, COO and/or the CEO.

21. Regular attendance on a daily basis is required for this position.


Perform other duties as assigned by the Grants Manager, CFO, COO and/or CEO.


Education, Training and/or Experience

1. Graduation from an accredited four (4) year college or university with a bachelor's degree in social science, business administration, public administration, Hawaiian Studies, or related field. In lieu of a four (4) year degree, seven (7) years of specialized work experience provided the overall work experience has been of the type, quality, scope and responsibility as to conclusively demonstrate capability to perform the duties of the position. Experience working in deadline-driven environments and proven ability to multi-task.

2. Five (5) years of work experience years of related work experiences in related fields and applications that required detailed analysis, consistent application of program parameters (e.g., beneficiary, dollars, program objectives), process controls, quality controls (e.g., grant making, philanthropy, foundations, financial aid, procurement, banking). Experience must include program planning, and grant management which involved gathering, and analyzing facts to identify problems, develop solutions and recommend appropriate courses of action.

3. Demonstrated ability to deal effectively with individuals, families and/or community organizations and in effective collaboration with co-workers, public/private organizations and the public. Previous experience with fund raising is a plus.

4. Two (2) years of supervisory experience in progressively responsible administrative management experience that involved managing Human Resources and related performance, including professional development, goal setting, evaluation and progressive discipline; 3rd party resources, including contracting, contract management, deliverables, evaluation; fiscal year experience with progressively responsible administrative management experience.

5. Ability to work independently without close oversight yet achieve set goals and deadlines, but also a collaborative team player who will productively engage with others at varying levels of seniority within and outside OHA.

6. Computer proficiency in Microsoft Office, especially Word and Excel, with advanced internet research skills. Database experience a plus.

Knowledge, Skills and Abilities

1. Must have working knowledge of:

--- Hawaiian culture, values, community, and issues
--- Principles and practices of business/economic and community development
--- Service providers and other resources (public and private) addressing sustainable economic development for members of the Native Hawaiian community
--- Community based organizations, non-profit organizations, and businesses
--- Public and private funding sources
--- Essentials of grant management including funding, competition, award, agreements, budgeting, accounting, reporting and audits.

2. Maintain financial and operational records for all grant programs.

--- Maintain accurate and current information on SharePoint or similar project monitoring and reporting software and in contracts administration.
--- Evaluate financial and operational performance of projects.
--- Prepare clear, concise, and factual written and oral reports and proposals. Ability to write clear, structured, articulate, and persuasive letters and proposals. Attention to detail and accuracy.
--- Speak simply and directly to individuals and groups in conveying information about various technical and administrative aspects of the programs.
--- Prioritize work objectives and provide support to the implementation and reports process.
--- Develop and maintain effective working relationships with government agencies, businesses, nonprofit organizations, community groups, Native Hawaiian organizations and individuals.

How To Apply

To apply for this position, Download, complete and submit this fillable application form
along with a resume and cover letter to:

560 N. Nimitz Highway, Suite 200
Honolulu, Hawai'i 96817
Attention: Human Resources

Or via email by responding to this posting.

Office of Hawaiian Affairs (OHA) employees must be permanent Hawaii residents. Out-of-state applicants who are offered employment with OHA will need to relocate to Hawaii and establish permanent residency.

An Equal Opportunity Employer

Job Type: Full-time

* Dental insurance
* Employee assistance program
* Flexible schedule
* Flexible spending account
* Health insurance
* Life insurance
* Paid time off
* Parental leave
* Retirement plan
* Vision insurance
* 8 hour shift

Work Location: One location%58047475%

Keywords: OFFICE OF HAWAIIAN AFFAIRS (OHA), Honolulu , Grants Supervisor, Other , Honolulu, Hawaii

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