Job Title: Grants & Financial Specialist

Reports to: MICEO Executive Director

Compensation Program: $20 to $30

Location: Hybrid/Remote - must be available for periodic in-person working sessions in the Grand Rapids/Kent County area.


Grants & Financial Specialist
Overview: The Michigan Center for Employee Ownership (MICEO) is a statewide nonprofit organization that serves as the central hub for resources on employee ownership for businesses in Michigan. Its primary mission is to educate business owners, their advisors (lawyers, bankers, accountants, wealth advisors), and community leaders on employee ownership's social and business benefits. MICEO does this through in-person and online events, educational resources and case studies, and connections to technical assistance providers who can assist with employee ownership transitions. By doing this, MICEO strives to help protect jobs, increase community wealth, and create more vibrant local economies throughout Michigan. Our Administrative Specialist will play a key role in our organization regarding program and grant management and reporting.
The Employee Ownership Expansion Network (EOX) is the nation’s only nonprofit focused on building awareness and engaging local communities around all forms of employee ownership at the state and national levels via a network of State Centers for Employee Ownership.



As the Grants & Financial Specialist, you will assume a pivotal role in overseeing the coordination of multiple high-value grant programs, ensuring that every component, from intake and application processing to financial tracking and reporting, is executed with precision. A qualified applicant will be reporting on behalf of our grants, functioning as a non-profit, as well as programs offered to businesses through grant programs. Nonprofit and knowledge of grants is highly encouraged.
This position requires an individual with exceptional organizational, analytical, and problem-solving skills and be able to handle complex grant reporting requirements, develop and refine financial tracking systems, and interact seamlessly with high-level stakeholders. You will ensure that all administrative processes are meticulously managed and aligned with organizational objectives while ensuring full compliance with the grant terms and conditions.

Responsibilities:

• Program Application & Compliance:
  • Oversee the intake and processing of applicants for MICEO’s programs, ensuring alignment with organizational goals and full compliance with grant and regulatory requirements.
  • Review and evaluate applications, ensuring all documentation is complete and accurate before submission. Provide streamlined organization of these documents and systems.
• Event Logistics & Promotion:
  • Assist with the planning, coordinating, and promoting of seminars, webinars, and other educational events, ensuring they align with MICEO’s mission and objectives.
  • Assist with event logistics, including scheduling, communication with stakeholders, and coordinating resources.
• Metrics & Reporting:
  • Track and capture key organizational metrics, preparing quarterly reports on progress and impact in alignment with funders' requirements. Build relationships and ongoing collaboration with our funders.
  • Assist with collecting, analyzing, and reporting of data to demonstrate the impact of grant-funded programs.
• Document & Database Management:
  • Maintain accurate and up-to-date records of all grant applications, financial documentation, and correspondence in a centralized database.
  • Ensure effective document management for both physical and digital files, following best practices for nonprofit record-keeping and compliance in all MICEO systems.
  • Maintain and create ongoing profiles, grant pipelines, calendar activities, and report data aggregating within the CRM system.
• Stakeholder Liaison:
  • Serve as a secondary point of contact for ongoing communication with community partners, funding agencies, and other stakeholders, ensuring effective collaboration and information sharing.
  • Coordinate regular check-ins and meetings with partners to ensure transparency and progress on grant activities.
• Grant Financial Management:
  • Perform financial accounting and administrative duties related to grant funds, including tracking expenses, reviewing budgets, and ensuring financial alignment with program goals.
  • Maintain, report, and reconcile with QuickBooks
  • Prepare detailed financial reports and program reimbursement requests, ensuring they meet grant guidelines and deadlines.
  • Provide support to the Executive Director and other staff on resolving any financial discrepancies or issues related to grant management.
• Administrative Support:
  • Support the Executive Director with calendar management, scheduling, and organizing meetings with key stakeholders and partners.
  • Coordinate invoice processing, payments, and receipts, ensuring accurate financial records.
  • Prepare and deliver various administrative reports as needed, assisting in the organization’s day-to-day operations.
• Networking & Representation:
  • Represent MICEO at local networking events, conferences, and industry gatherings to foster relationships and promote awareness of employee ownership initiatives.
  • Leverage a strong professional network, particularly in the Grand Rapids/Kent County area, to enhance MICEO’s visibility and strengthen connections within the nonprofit and financial sectors.

 

• General Administrative Tasks:
  • Handle other tasks as directed by the Executive Director and in coordination with the Local Program Coordinator, ensuring smooth operational processes.
  • Bring ongoing ideas from experience to streamline processes and strengthen organizational effectiveness.

Grant Management

• Support the intake and processing of grant program applicants.
• Ensure alignment with organizational goals and compliance with all regulatory requirements.
• Responsible for budget tracking and creating reports for reimbursement and ongoing grant reporting requirements. Will be responsible for administering the State of Michigan and other grants as developed.
• Database management for grant and program tracking and overall grant management, reporting, and metrics.

Program Support

• Assist with logistics and promotion of seminars, webinars, and other events
• Serve as a secondary liaison for regular check-ins and meetings with community partners, funding entities, and other grant providers.

Accounting Support

• Work with the Executive Director to process invoices, make payments, and track receipts
• Prepare detailed financial reports and program reimbursement requests, ensuring compliance with grant guidelines and timely submissions. Provide insight and adjustments to any financial discrepancies.
• Perform and administer financial accounting matters.
• Attend networking events, conferences, and other industry gatherings to represent the organization and strengthen connections within the nonprofit and financial communities.  (A strong background in your network in the Grand Rapids area is strongly preferred* )

Administrative Support

• Assist in the capturing of key organizational metrics to be reported quarterly.
• Responsible for maintaining document management.
• Handle other administrative tasks as directed by the Executive Director and in coordination with the Local Program Coordinator
• Calendar management
• Create, prepare, and deliver reports as directed
• Receive and forward communications as needed

• Organize meetings and schedules for the Executive Director

Desired Experience

• Highly organized, detail-oriented, and able to manage multiple projects
• CRM database and QuickBooks experience preferred
• Grant tracking and report experience preferred
• Excellent written communication skills
• Both self-driven and collaborative
• Ability to conduct effective online research
• Ability to work independently and as part of a small team
• Familiarity with Google Sheets, Docs, and Forms, Canva, and Mailchimp.