Grants and Systems Specialist

Position Overview

Reporting to the Vice President, Grants Administration, the Specialist partners with Grants Administration and Program staff to support the grantmaking function of the National Park Foundation, which distributes over $80 million annually to national parks and partners. This position will manage the day-to-day Fluxx grantmaking system operations, system modifications, onboarding and continuous trainings for internal and external users, and will work to optimize the system to support impactful and efficient grantmaking in support of our nation's national parks. The Specialist will play an important role in working collaboratively to better integrate and coordinate data and systems across the National Park Foundation.

Essential Functions/Duties/Tasks

• System Administration

• Support smooth day-to-day operations of Fluxx grantmaking system (GMS), including monitoring and troubleshooting issues, managing help desk tickets, maintaining forms (applications, reports, grant agreements, external reviews, etc.) and updating workflows, fields, user permissions, user profiles, templates, settings, permissions, and dashboards.

• Manage built integrations, including Concur and DocuSign, and support future API integrations with other relational databases and software platforms in consultation with the Information Technology team.

• Work closely with Grants Administration team, technology consultants, Fluxx, and other software vendors to design and implement grants management process and workflow improvements and system enhancements, and to resolve issues and bugs as they arise.

• Proactively identify opportunities to improve how staff use Fluxx and perform discovery around new business needs, including requirements documentation, business process workflows, and customization specifications.

• Maintain electronic recordkeeping, funding sources, and program hierarchy related to the grant process.

• Coordinate and undertake testing of Fluxx upgrades and enhancements in pre-production and production sites.

• Maintain technical knowledge by attending educational workshops, reviewing Fluxx release notes, and participating in the Fluxx user community.

• User Support

• Serve as a central point of contact for Fluxx system functionality, troubleshooting, or technical support questions as well as staff feedback regarding system enhancements.

• Lead onboarding of new users and develop and provide continued education and training for staff and external users on grants processes in Fluxx.

• Create and maintain Fluxx dashboards and reports that promote user adoption and support decision-making for a variety of stakeholders.

• Create and maintain Fluxx documentation and training materials, including manuals, guides, videos, flowcharts, and other resources.

• Translate technical concepts into clear guidance for non-technical audiences.

• Facilitate meetings of Fluxx Task Force and other groups as needed.

• Data Integrity & Reporting

• Work with Grants Administration and IT staff to design, develop, and configure data tools and workflows for capturing and disseminating grants and contracts data.

• Ensure data integrity in accordance with legal, regulatory, and organizational requirements, including leading data clean-up initiatives such as deduplication and accuracy reviews.

• Participate in cross-enterprise data-focused working groups, as needed, and collaborate on organizational data and reporting projects.

• General

• Stay current on organizational priorities, policies and practices and collaborate on cross-organizational initiatives.

• Promote a culture of continuous improvement that values learning and a commitment to quality.

• Undertake special projects as assigned.

Required knowledge, skills, and abilities:

• Minimum of 5 years of professional nonprofit or grantmaking work experience, with at least 2 years as a grants management system (GMS) administrator.
• Familiarity with GMS admin-level permissions, workflow configuration and form building.
• Adept at retrieving, cleaning, and reporting on information stored in a relational database.
• Brings curiosity and analytical thinking to system challenges, proactively exploring new approaches and solutions that improve the grantmaking experience.
• Experience training staff on the use of systems, including the ability to develop useful learning tools and training materials.
• Adapts readily to evolving systems, workflows, and organizational priorities, maintaining composure and effectiveness in a changing environment.
• Engages in continuous learning and demonstrates commitment to personal development.
• Self-starter with the ability to work independently, within a team, and with diverse stakeholders and technology partners.
• Manages multiple priorities, deadlines, and deliverables with strong attention to detail and sound judgment about what to tackle first.
• Communicates clearly and tactfully with diverse audiences, bringing patience, empathy, and a customer-service mindset to every interaction - especially with users of varying technical comfort.
• Handles sensitive organizational and grantee data with discretion, consistently upholding privacy, security, and data management standards.

Preferred education and experience:

• Bachelor's degree or equivalent professional experience.
• At least two years of Fluxx administrator experience strongly preferred.
• Experience with other technology systems in a nonprofit environment, including project management, CRM, fundraising, and/or MS Office applications.
• Advanced Excel skills.
• Project management skills, including proven ability to manage multiple priorities, deadlines, and deliverables with close attention to detail.
• An affinity towards national parks.