Administrative Program Manager Jobs in Chicago, IL

Description

JOB POSTING

Position Title: Grant Program Manager,  

Position Category: Non-Exempt, Full-Time

Reports to: Executive Director

Flexible Hybrid: On-site/Hybrid

Location: Chicago, Illinois 

Direct Reports: N/A

Salary Range: 75k-95k

Join Our Team

At the Center for Better Aging (CBA), our mission is to improve the quality of life for older adults and strengthen the communities we serve. We provide compassionate aging services, support, and resources that help individuals live healthier and safer lives.

CBA is a diverse, mission-driven team of professionals who value collaboration, innovation, and dignity for all. We foster a supportive work environment that encourages new ideas, growth, and work-life balance.

We're a growing nonprofit-and we're looking for people who want to grow with us. Employees at CBA are encouraged to take on new challenges, develop leadership skills, and pursue professional development opportunities that help advance their careers within the organization. 

Key Responsibilities

Program Oversight & Delivery

• Coordinate the planning, implementation, and ongoing management of assigned grant-funded programs in alignment with organizational goals and funding requirements. 
• Support day-to-day program operations related to assigned grants to ensure compliance with grant deliverables, timelines, and performance standards. 
• Develop and maintain grant-related workplans, timelines, workflows, and tracking tools. 
• Monitor program performance using data, stakeholder feedback, and key performance indicators (KPIs); recommend operational improvements as needed.

Grant Administration & Compliance

• Support and coordinate the full grant lifecycle, including proposal development support, implementation, compliance monitoring, reporting, and closeout activities. 
• Ensure assigned grants remain compliant with federal, state, local, and private funding requirements. 
• Maintain knowledge of applicable grant regulations, reporting requirements, and compliance standards. 
• Track grant budgets and expenditures in collaboration with finance and program leadership to ensure alignment with funding guidelines. 
• Maintain organized, accurate, and audit-ready grant documentation and records.

Data, Reporting & Documentation

• Track grant deliverables, program outcomes, participant data, and reporting requirements in accordance with funding expectations. 
• Prepare accurate and timely programmatic, operational, and narrative reports for funders and organizational leadership. 
• Monitor key performance indicators (KPIs) and reporting metrics for assigned grant-funded initiatives. 
• Ensure grant reporting and documentation are completed accurately and submitted within required deadlines.

Project Management

• Coordinate grant-funded projects and implementation activities to ensure milestones and deliverables are met. 
• Develop and maintain project timelines, implementation trackers, and status updates for assigned grants. 
• Collaborate with finance, program, clinical, and community-based teams to support grant implementation and reporting activities. 
• Identify opportunities to improve grant tracking, reporting workflows, and compliance processes.

Cross-Functional Coordination

• Coordinate with internal teams, consultants, external partners, and subject matter experts to support grant implementation activities. 
• Support communication, follow-up, and documentation related to grant deliverables and reporting requirements. 
• Participate in internal meetings and collaborative planning efforts related to assigned grants and initiatives.

Partnerships & Stakeholder Engagement

• Serve as a point of contact for assigned funders, partners, and grant-related stakeholders. 
• Support relationship management with community partners, service providers, and grant-related stakeholders. 
• Represent the organization at meetings, outreach activities, and grant-related partner convenings, as needed. 
• Support internal coordination related to grant requirements, reporting expectations, and compliance activities.

Budget & Resource Management

• Monitor assigned grant budgets in collaboration with finance and organizational leadership. 
• Support grant-related purchasing, resource coordination, and administrative tracking activities, as needed. 
• Assist with grant proposal development, application submissions, reporting activities, and related documentation.

Continuous Improvement

• Identify operational challenges, reporting needs, and opportunities to strengthen grant implementation processes. 
• Recommend process improvements to enhance grant management, reporting, and program coordination efforts. 
• Participate in organizational initiatives, trainings, and cross-functional collaboration.

Qualifications

Education

• Bachelor's degree in Public Health, Social Work, Human Services, Nonprofit Management, Public Administration, or related field required.
• Master's degree preferred.

Experience

• 3-5 years of experience in program coordination, grant administration, nonprofit operations, or related work. 
• Demonstrated experience with federal, state, and private grant compliance and reporting. 
• Experience coordinating grant-funded programs, projects, or community-based initiatives across multiple stakeholders preferred. 
• Experience working with diverse communities, partners, and stakeholder groups.

Skills & Competencies

• Strong organizational, coordination, and relationship management skills. 
• Excellent written and verbal communication skills. 
• Strong project coordination, time management, and organizational abilities. 
• High attention to detail with the ability to manage multiple deadlines. 
• Analytical skills with the ability to use data for informed decision-making. 
• Proficiency in Microsoft Office, grant management systems, and databases. 
• Ability to manage multiple priorities in a fast-paced environment. 
• Ability to work both independently and collaboratively.

Core Competencies

• Integrity and professionalism
• Analytical thinking and problem-solving
• Collaboration and teamwork
• Cultural competence and sensitivity to diverse populations

Work Environment

• Primarily office-based with regular use of computers and standard office equipment.
• Some local travel required.
• Occasional evening or weekend work for events, deadlines, or community engagement.

Physical Requirements

• Ability to sit or stand for extended periods.
• Ability to lift up to 20 pounds for program materials or event setup, as needed.

Is This You?

You excel in fast-paced, high-volume environments where priorities shift and calendars are full. You anticipate needs, exercise sound judgment, and follow through consistently. You are highly organized, detail-oriented, and intrinsically motivated by bringing structure, clarity, and momentum to complex work. You work efficiently without sacrificing accuracy and understand how your role directly supports effective leadership and organizational performance. You work effectively across all teams and departments-Finance, HR, Programs, and Executive Leadership-and you're not afraid to jump in, take initiative, or lead a new project when needed. If this sounds like you, CBA would love to have you on our team!

The Program Manager is responsible for overseeing assigned grant-funded initiatives, supporting grant administration activities, and ensuring compliance with funding and organizational requirements. This role coordinates implementation activities across internal and external stakeholders, supports grant proposal development and reporting, and helps ensure grant deliverables, timelines, and outcomes are achieved. This role supports the full grant lifecycle, including proposal development support, implementation coordination, compliance monitoring, reporting, and closeout activities. The Program Manager also serves as a key liaison between the organization, funders, and community stakeholders.

Why CBA?

CBA offers generous pay and benefits, including:

• BCBS medical and dental insurance.
• Principal vision insurance.
• Short- and long-term disability insurance.
• Professional development opportunities.
• Nine paid holidays.
• Office closure between Christmas and New Year's Day.
• Hybrid office setting.
• Paid time off.
• 403B plan.
• Excellent technology and IT support.

How to Apply

To apply, submit a cover letter describing your interest and experience along with your resume to: joinourteam@centerforbetteraging.org