Grants Manager

About Asphalt Green

Asphalt Green is a nonprofit organization that transforms lives and builds community through sports fitness and play for all.

Each year Asphalt Green serves thousands of New Yorkers through sports aquatics fitness camps and community programs that promote health personal growth and lifelong participation in physical activity. Across three campuses and numerous community partnerships Asphalt Green is committed to providing high-quality programs that are inclusive accessible and rooted in excellence.

Asphalt Green believes that access to movement sport and wellness can change lives. Our work helps young people develop confidence resilience leadership skills and healthy habits that extend far beyond the playing field.

About the Role

The Grants Manager is a key member of Asphalt Greens Development team and plays a central role in managing the organizations government and institutional funding portfolio.

In this role you will help manage the full lifecycle of government grants including tracking compliance invoicing reporting documentation and internal coordination. You will work closely with Development Finance Program Teams and organizational leadership to ensure grant requirements are understood deadlines are met funding is accurately tracked and programmatic and financial information is organized and accessible.

The Grants Manager also supports proposal development through budget creation data gathering and reporting support; strengthens internal systems for sharing institutional giving information; and contributes to accurate Development operations through Salesforce and related tools.

This position is a good fit for someone who is detail-oriented highly organized deadline-driven collaborative and comfortable working at the intersection of fundraising finance compliance and program implementation.

Why This Role Matters

Government and institutional funding are critical to Asphalt Greens ability to expand access sustain community programs and deliver measurable impact across New York City.

The Grants Manager helps ensure that public and institutional funding is managed responsibly accurately and in alignment with funder requirements. This role supports Asphalt Greens ability to meet grant commitments submit timely reports and invoices maintain compliance prepare for audits and provide funders with clear accurate information about the impact of their support.

By keeping grant information organized deadlines visible budgets aligned and internal teams coordinated the Grants Manager strengthens Asphalt Greens ability to secure manage and steward funding that supports our mission.

What Youll Do

Government Grants Management

• Manage tracking allocations invoicing reporting and documentation for government grants using systems such as Passport and internal tracking tools.

• Maintain accurate grant records monitor deadlines and ensure invoices reports and required materials are submitted accurately and on time.

• Coordinate with Development Finance and Program Teams to ensure grant deliverables are understood fulfilled and documented.

• Keep Development leadership informed of upcoming deadlines compliance requirements outstanding needs and risks.

Budget Development & Financial Coordination

• Partner with Finance and Program Teams to develop proposal budgets budget narratives and budget modifications for government and institutional funding opportunities.

• Support the financial components of grant reports invoices reimbursement requests and funder submissions.

• Monitor expenditures against approved grant budgets and support reconciliation processes in partnership with Finance.

• Help ensure grant budgets allocations expenses and reporting materials are accurate and aligned with funder requirements.

Compliance & Contract Management

• Support organizational compliance with government contract and grant requirements including reporting schedules documentation standards allowable expenses and funder-specific processes.

• Track grant restrictions deliverables contract terms reporting obligations and documentation requirements.

• Maintain organized records that support compliance audit readiness and internal accountability.

• Communicate key requirements and deadlines to internal stakeholders so teams understand what is needed and when.

Public Funding Coordination

• Coordinate cross-departmental activities related to public funding opportunities government grants and related institutional support.

• Support Development leadership and colleagues in responding to public affairs public support and government funding requests.

• Gather programmatic financial and organizational information needed for public funding opportunities.

• Help track public funding deadlines requirements contacts and next steps in coordination with Development leadership.

Institutional Giving Data & Reporting

• Support Institutional Giving staff with data requests needed for proposals grant reports renewals funder updates and stewardship materials.

• Gather program outcomes participation data financial information impact stories and other reporting materials from internal teams.

• Develop and maintain internal resources that make programmatic and financial data easier to access across the Development team.

• Help translate program and financial information into clear reporting materials for funders and internal stakeholders.

Proposal & Institutional Funding Support

• Support proposal development by gathering programmatic financial and organizational information needed for government and institutional funding opportunities.

• Contribute to grant narratives renewal materials letters reports and other funder-facing documents as needed.

• Help prepare budgets budget narratives attachments and supporting documentation in partnership with Finance Program Teams and Development colleagues.

• Ensure proposal and reporting materials are complete accurate aligned with funder guidelines and submitted by deadline.

Development Operations Support

• Serve as a backup for gift entry and related Development operations tasks in Salesforce to support continuity accurate donor records and data integrity.

• Contribute to accurate donor grant and funder record management within the CRM.

• Maintain organized records of grant activity funder communications submissions awards reports and supporting materials.

• Help improve internal systems for tracking grant opportunities submissions reports invoices and outcomes.

Cross-Department Collaboration

• Work closely with Development Finance Program Teams and Operations to gather accurate programmatic financial and grant-related information.

• Communicate clearly with internal stakeholders about deadlines documentation needs reporting requirements and funder expectations.

• Support coordination across teams so grants reflect accurate budgets deliverables outcomes and impact.

What Success Looks Like

Success in this role means Asphalt Greens grant work is organized timely accurate and compelling. A successful Grants Manager will:

• Keep grant deadlines reporting requirements invoices budgets contracts and documentation organized and up to date.

• Submit accurate reports invoices budget materials and supporting documents on time.

• Strengthen coordination between Development Finance and Program Teams.

• Help ensure government and institutional funding is managed in alignment with funder requirements.

• Maintain strong internal systems for tracking grants records reporting needs and compliance obligations.

• Support accurate financial and programmatic reporting in partnership with Finance and program colleagues.

• Provide Development colleagues with reliable data and documentation for proposals reports renewals and funder communications.

• Contribute to strong Development operations through accurate Salesforce records and organized grant files.

• Build trust with internal partners by communicating clearly following through and anticipating deadlines and information needs.

Who Youll Work With

• Senior Director of Development and Campaign Operations

• Development leadership

• Institutional Giving staff

• Finance Team

• Community Programs Team

• Sports Team

• Aquatics Team

• Fitness Team

• Camps Team

• Operations Team

• Marketing and Communications Team

• Program leaders

• Executive leadership as needed

• Foundation corporate government and institutional funders as appropriate

Required Qualifications

Youll need:

• Bachelors degree or equivalent professional experience.

• 46 years of experience in grants management institutional fundraising nonprofit finance government contract administration or a related field.

• Experience working with government grants public funding restricted funding compliance requirements or grant reporting.

• Experience collaborating with Finance and Program Teams on budgets reporting documentation reconciliations or funder submissions.

• Strong project management and organizational skills with the ability to manage multiple deadlines requirements and internal information requests at the same time.

• Strong attention to detail and ability to maintain accurate records documentation and tracking systems.

• Ability to gather organize and translate financial and programmatic information into clear reports submissions and internal materials.

• Strong written and verbal communication skills.

• Ability to communicate professionally with internal stakeholders and external funders.

• Proficiency with Microsoft Office Google Workspace CRM databases grant tracking tools or similar systems.

• Commitment to Asphalt Greens mission and to supporting access wellness youth development and community-centered programming.

Preferred Qualifications

It would be helpful if you also have:

• Experience with NYC government funding systems including Passport.

• Experience using Salesforce or another donor database/CRM system.

• Experience working in a nonprofit organization that receives public funding.

• Familiarity with government contract management grant compliance audit preparation or restricted funding.

• Experience supporting grant proposal development institutional fundraising strategy or funder reporting.

• Experience preparing or supporting grant budgets budget narratives budget modifications invoices or reimbursement requests.

• Experience with program data evaluation results surveys participation metrics or impact reporting.

• Experience working in a community-based youth development education recreation sports fitness public health or human services organization.

• Grant writing fundraising nonprofit management project management public administration or related training or certification.

• Bilingual or multilingual skills.

Schedule and Work Environment

This role is based primarily at Asphalt Greens Upper East Side headquarters and may require occasional work across Asphalt Green locations based on grant program funder or department needs.

This position is hybrid eligible; however onsite presence may be required for team meetings program visits funder visits cross-department planning events or organizational needs.

The work environment is primarily office and computer-based. The role may also involve visiting program spaces attending meetings participating in events or observing programs to better understand Asphalt Greens impact.

This schedule is important because the role supports grant deadlines funder reporting program information gathering Development team priorities and institutional funding relationships. Occasional evening or off-hours availability may be required for urgent deadlines funder events site visits or major submissions.