What are the responsibilities and job description for the Grants & Contracts Specialist position at AIDS Foundation of Chicago?
AIDS Foundation Chicago (AFC) is a nonprofit organization dedicated to improving the lives of people living with and vulnerable to HIV and other chronic conditions. Through advocacy, direct services, housing, and partnerships with community-based organizations, AFC works to advance health equity and end the HIV epidemic in Illinois.
The Role
The Grants and Contracts Specialist plays a critical role in this mission by ensuring partner agencies are funded accurately and on time, enabling them to deliver essential HIV prevention, care, housing, and support services. This position combines subcontractor accounts payable processing with oversight of a small grants portfolio, offering both hands-on financial responsibility and significant opportunities for professional growth.
This role is ideal for a detail-oriented professional who is eager to learn and comfortable balancing strict compliance requirements with collaborative relationship management.
Position Highlights
Salary Range: $50,000 – $54,000 per year
Schedule: Hybrid (approximately two days per week on-site at AFC’s downtown Chicago office)
Benefits: Competitive medical, dental, and vision; 401(k) with employer match; generous PTO; and dedicated professional development opportunities.
Essential Responsibilities
Grants and Contracts Administration
Review and process subcontractor reimbursement requests for accuracy, adherence to timelines, and compliance.
Prepare monthly vouchers, accounting worksheets, and all related financial documentation.
Track and distribute subcontractor agreements and amendments.
Provide technical assistance to subrecipients regarding reimbursement requests and financial reporting.
Prepare audit confirmation letters and assist with fiscal reporting for grant close-outs.
Monitor grant expenditures and support quarterly expenditure reviews.
Participate in subcontractor renewal activities, including budget preparation and funder site visit support.
Maintain an accurate inventory of client incentives.
Grants Portfolio Support
Manage a designated portfolio of grants to build expertise in end-to-end portfolio management.
Collaborate closely with internal teams to ensure accurate financial tracking and total regulatory compliance.
General Agency Support
Contribute to agency-wide initiatives and events (e.g., Annual Meeting, AIDS Run & Walk).
Maintain strict confidentiality and protect sensitive organizational and client information.
Qualifications
Minimum Requirements
Education: Bachelor’s degree in Finance, Accounting, or a related field OR equivalent relevant professional experience.
Experience: 1 years of accounting or financial administrative experience.
Technical Skills: 1 years of experience with intermediate Excel (specifically VLOOKUPs, pivot tables, and financial reporting).
Preferred Qualifications
Prior experience with financial software (Blackbaud Financial Edge highly preferred).
Experience managing government-funded grants and/or complex contracts.
Key Skills & Competencies
Precision: Exceptional attention to detail and organizational habits.
Curiosity: Intellectual curiosity and an eagerness to master new systems and processes.
Communication: Clear, professional verbal and written communication skills.
Problem-Solving: The confidence to troubleshoot independently while knowing when to escalate for support.
Service Mindset: A collaborative, customer-service-oriented approach to working with external partners.
Values-Driven: A deep commitment to diversity, equity, and ethical standards.
Work Environment
General office environment with occasional local travel for site visits.
Requires light physical effort (lifting up to 25 lbs) and extended periods at a workstation.
Salary : $50,000 - $54,000