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Grants Administration Manager

New Energy Nexus

New Energy Nexus

Berkeley, CA, USA
Posted on Tuesday, May 14, 2024


New Energy Nexus (NEX) is an international not-for-profit organization that supports clean energy entrepreneurs with funds, accelerators and networks. We started in California and have expanded operations into China, India, Southeast Asia, East and West Africa, and Australia. Our mission is to support diverse entrepreneurs to drive innovation and build equity in the global clean energy economy. Our goal is to support 100,000 startups to succeed by 2030 – a decisive decade to surface and support as many climate solutions as possible. Through our global network, we directly boost hundreds of entrepreneurs annually while uplifting thousands more. Since 2004, New Energy Nexus (up until recently known as California Clean Energy Fund) has leveraged $1.5 billion in investment, supported over 900 clean energy startups, and launched industry-leading centers for solution collaboration.


New Energy Nexus California (NEX CA) is seeking a candidate who will bring a solid background in Grants Administration Management, specifically in configuring grants management platforms such as SmartSimple, to manage the full life cycle of grant-making programs, from application to contracting, invoicing, reporting, and final project close-out. This is a position that requires technical and project management skills related to coding and system configuration in order to update and improve NEX CA’s existing grant management database hosted on SmartSimple. This role will be part of a Grants Management Team along with other Grants Management and Compliance staff. The successful candidate will have a "roll-up-the-sleeves" attitude, who is inherently hands-on and ready to take the next step forward in their career, and help position us for growth in order to scale our existing and new programs.


A day in the life of the Grants Administration Manager could include liaising with SmartSimple technical support to configure new instances on the grants management system or troubleshoot user errors, developing guides and updating user manuals to train applicants, awardees, or other teammates interfacing with the platform, and conducting quality checks on invoicing and contracting packages with regards completeness and accuracy of data pulled from SmartSimple. There will also be opportunities to attend program events,visit technology development, testing or demonstration sites of awardees and clean energy entrepreneurs.


Working at New Energy Nexus California is an opportunity to make a positive impact in the clean energy industry and be part of a supportive and forward-thinking community. It will offer an innovative and collaborative work environment, fostering networking opportunities and providing diverse roles that allow for personal and professional growth.

This job is located in Berkeley, CA. New Energy Nexus California offers a flexible work environment with this position being based in Oakland/Bay Area, CA and with an expectation to work out of our physical office minimum 2 designated days a week. Unfortunately, relocation assistance is not available for this role.


Grants Management Systems

Administer and configure workflows and data sources in enterprise software such as a grants management platform, with a strong preference for experience administering grants through SmartSimple

  • Manage user accounts, permissions, access rights, system maintenance, and configuration.
  • Full grant-cycle management & tracking, including applications, invoicing, and progress reports.
  • Ensure data quality and manage data retrieval, coding and reporting, particularly with respect to compliance, monitoring and evaluation.
  • Optimize and streamline the user experience, including developing user guidance, streamlining navigation, offering technical support, and providing troubleshooting assistance for internal and external system users.
  • Capacity building and training related to use of grants management systems for both internal staff and external users
  • Manage system development in order to meet program needs such as Monitoring & Evaluation, impact measurement and reporting, invoicing and contracting workflows.
  • Serve as the primary liaison with SmartSimple technical support as needed.

Other responsibilities related to grants management systems include:

  • Coordinate with Programs, Finance and Grants Management Teams to develop and improve process workflows related to grants administration
  • Maintain and update filing systems related to contracts and invoices, ensuring that documentation is well organized and easily accessible to relevant stakeholders across the various cloud-based filing systems (Dropbox, Google Drive, and SmartSimple)
  • Stay abreast of industry developments in grants management systems in order to recommend improvements to existing systems and processes or transition to new systems so that NEX CA is well positioned to support new and developing programs

Grants Administration and Compliance

  • Under the direction of the Director of Program Finance and Operations provide administrative support for fundraising and grant applications
  • Extract, analyze, and organize grants data from grants management systems into coherent and accurate reports that meet reporting requirements of funders
  • Provide support with the grant payment process for awarded grants, including informing and communicating with grantees about contract and payment procedures
  • Ensure applicant and awardee status is tracked, facilitate awardee status checks with Program Leads and consult on actions to take with poor performance
  • Flag potential conflicts of interest and other compliance issues, iterate on and maintain processes for compliance and best practices
  • In collaboration with Program Leads, support awardees with budget development, contract creation, and execution, serving as subject matter expert on awardee budgets for government grants and overseeing awardee budget amendments
  • Conduct quality control and compliance for invoice packages and contracts
  • Maintain tracking spreadsheets, streamlining files and processes
  • Support grant and program audits as required

Team Leadership

  • May manage a grants team of 1-2 staff