Administrative and Grants Manager, Access/VSA

About The Kennedy Center

"I am certain that after the dust of centuries has passed over our cities, we, too, will be remembered not for victories or defeats in battle or in politics, but for our contribution to the human spirit." - President John F. Kennedy

The Kennedy Center is the nation's cultural center and living memorial to President John F. Kennedy. Located on the banks of the Potomac River in Washington, D.C., the Center presents performances across all genres, and is also home to artistic affiliates Washington National Opera and National Symphony Orchestra.

At the Kennedy Center, we strive to foster belonging and empowerment at work. We are able to advance our mission because of our committed and passionate employees. We are fortunate to be able to leverage their diverse perspectives, life experiences and skills to inform how our workplace can be a safe, transparent, and replenishing community. The Kennedy Center is an equal opportunity employer and does not discriminate against any employee or applicant based on race, religion, gender identity, sexual orientation, disability, veteran status, marital status, pregnancy or related condition, or any other basis protected by law.

Mission Statement: As the nation's performing arts center, and a living memorial to President John F. Kennedy, we are a leader for the arts across America and around the world, reaching and connecting with artists, inspiring and educating communities. We welcome all to create, experience, learn about, and engage with the arts.

Why Join Us

We offer a comprehensive range of benefits to all full-time employees including:

• Staff offers for discount tickets
• Retirement plan with organization matching (after 1 year of employment)
• Qualifying employer for the Public Student Loan Forgiveness Program (PSLF)
• Commuter programs including pre-tax options for discounted parking and SmartBenefits (WMATA)
• Annual Leave, Sick Leave, and Personal Days available immediately upon hire
• 11 paid holidays per year
• Medical, Dental, and Vision benefits with FSA and HSA options, and paid FMLA
• Flexible work arrangements
• We like to have fun! Check out the Kennedy Center National Dance Day 2024 staff video!

Job Description

Note: This is a full-time, in-person term limited position running thru September 30, 2029

At the Office of Accessibility and VSA, we are dedicated to providing opportunities for people with disabilities of all ages to engage with the arts. Our team is a passionate, collaborative group of arts management professionals focused on advancing accessibility and inclusion in cultural spaces through the lens of both cultural and disability rights. We take pride in working across the Kennedy Center to foster accessibility, build strong partnerships with the diverse disability community, connect with arts and cultural organizations, engage with educators in schools and communities, and create meaningful pathways to careers in the arts

The Administrative and Grants Manager for Access/VSA, a new position, will play a key role in supporting the management, administration, and compliance of grants, subawards, and major contracts within the Office of Accessibility and VSA. This position will work closely with Finance and Development departments. As a vital team member, the Administrative and Grants Manager will manage a diverse portfolio of grants, contracts and subawards, including federal, state, and private awards. This role ensures that funds are used effectively, reports are submitted on time, and compliance requirements are met. The ideal candidate will thrive in a collaborative environment and be passionate about ensuring that individuals with disabilities have equitable access to creative career opportunities and cultural experiences. This position will report directly to the Project Manager and/or the Access/VSA Programmer, with oversight from the Director, Access/VSA.

Reasons you might want this job: Coordinating multiple projects, timelines, accounting and budgets (and spreadsheets) brings you joy. You do your best work when collaborating with and learning from colleagues in different teams. Your superpower is making federal grant compliance and audits seem easy and simple (even when it is complicated). You like being part of a team committed to making the world a better place. Attention to detail is your first, last and middle name.

Key Responsibilities

Overall Responsibilities:

• Responsibilities will include documentation, data collection, writing and preparation of all reports (narrative and financial); establishing, implementing and communicating protocols for monitoring and managing compliance requirements ensuring grant activities adhere to the applicable federal regulations and guidelines including those under CFR 200; accounting, and ensuring accurate and timely management and recognition of revenue and expenses; ongoing modifications and improvements in the budgets in collaboration with the Project Manager; closing out all obligations at the end of the grant period.
• This position will coordinate and work collaboratively with the Kennedy Center Budget, Finance and Development offices, and work collaboratively and assist the Project Manager.

Grants and Financial Administration:

• Manage Grant Portfolio: Oversee the administration of a diverse portfolio of grants, subawards, and contracts, including large federal and state grants (e.g., Disability Innovation Fund, NY State Subminimum Wage Transition to Competitive Integrated Employment).
• Compliance: Ensure that grant activities comply with federal regulations (CFR 200, OMB Uniform Guidance) and funder requirements. Assists with analyzing, interpreting and applying Federal, State, Local Government, and private funder's statutes, rules, and regulations regarding grant administration. assists with determining allowable and non-allowable expenditures, and provides information to the Project Managers to adjust spending.
• Assist team with compliance practices.
• Reporting: Prepare accurate and timely monthly, quarterly, and annual financial and narrative reports for internal and external stakeholders.. Coordinate financial and narrative reporting and other grant-related activities as assigned.
• Documentation and Data Collection: Collect and maintain all required data for impact analysis, reporting, and compliance. Establish protocols for tracking and reporting progress across multiple grant-funded projects.
• Budget Management: Monitor and assist budget management, ensure accurate allocation of funds, timely recognition of expenses, and coordination with Finance and Development teams. Assist with budget modifications as needed.
• Subaward and Contract Monitoring: Draft and process award agreements and documents. Review and track subrecipient and contractor compliance with subrecipient award terms and conditions, grant requirements and budgets. Conduct regular check-ins to review fiscal, reporting and performance activities consistent with sound business practices. Recommend actions necessary to resolve issues/concerns.
• Provide Financial Oversight: Assist in tracking, maintenance of electronic and hard records, accounting with accurate and timely management, preparation of reimbursement requests, drawdowns, recognition of revenue and expenses, and other accounting and financial operations related to grant funds.
• Audit and Monitoring Support: Assist in preparing for external audits, monitoring visits, and site evaluations. Ensure all necessary documentation and reports are in place for review.

Collaboration and Support:

• Team Collaboration: Work closely with colleagues in the Access/VSA office, and across divisions such as Finance, and Development teams to coordinate management and administration of grants. Provide training, support and guidance as needed to others. Work closely with and support the program and project managers. Serve as a resource during the ongoing project and budget development process, and all reporting and documentation.
• Grant Protocol Development: Work with the Project Manager and contribute to the development and implementation of grant administration protocols and systems, ensuring smooth operations and adherence to regulations.
• Stakeholder Communication: Prepare and review reports (financial and narrative) and information for both internal and external stakeholders. Provide guidance and support to grant-funded programs on fiscal and programmatic compliance matters.
• Attend Meetings: (online and in person) with grantors, technical assistance and other providers associated with the grants. Maintain regular clear communication with grantors program officer.
• Responsibilities and the intensity of the workload will vary depending on the cyclical and seasonal nature of the programs, grant, subaward and contract cycles.

Additional duties include but are not limited to:

• All members of the Office of Access/VSA are cross-trained and will be assigned, as needed, to support in the provision of customer service, accessibility services/accommodations and other programs, activities of the Access/VSA Office.
• Other duties as assigned.

Key Qualifications

• At least 3+ years of experience in grant management, including federal grant compliance with CFR200 and OMB guidelines. Prior experience with accounting, procurement, grants management, report writing and subrecipient monitoring is required.
• An MA, BA/BS or associates degree in Accounting, Finance, Business or related field is preferred.
• Technical knowledge and skills related to accounting and fiscal management and procurement systems, fund accounting experience
• Working knowledge of nonprofit business operations with experience working in non-profit professional theater or other cultural and performing arts administration and careers in the arts highly desired
• Proficiency in financial software and systems such as Sage or similar platforms.
• Proficiency in Excel and other Microsoft Office software. Experience creating accessible electronic documents is a plus.
• Knowledge of accessibility for people with disabilities and issues impacting competitive integrated employment in the disability community highly desired.
• Candidate must be local or willing to relocate to the DMV area. Relocation assistance is not provided.

Additional Information

This position is primarily office-based but requires frequent interaction with the public of all ages in person, by phone and email and attendance at events, programs, and performances in crowded public spaces and theaters. Assignments may include getting around the building; responding quickly and assisting in time-sensitive situations; regular interaction and ability to communicate with people with and without disabilities.

The office environment is moderately noisy, with occasional evening or weekend work required to support events and access accommodations. The work environment is collaborative, with regular interaction with both internal teams and external partners.

Travel up to 5% may be required.