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Development & Management

Fund Manager's Job

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For Fund Mangers

THE FUND MANAGER'S JOB

Most fund managers are generalists , skilled in many program & operations areas.

Many fund managers are also program experts and program managers.

All fund managers are relationship managers , and relationships are resources.

All fund managers are liaisons with program officer , whether state, federal, or foundation.

Doing a good job with a grant means meeting the program goals for the grant, spending all the money, and filing the required reports, all within the required time limits. The designated manager of a grant, whatever his or her title or other duties may be, is responsible for the following work:

Knowing all the regulations that apply to the grant, and knowing all the School Department and City Auditor's procedures for the business aspects of managing the grant.

Budgeting the grant, which includes preparing a budget for the funding source (proposal), setting up an initial account with the School Department (award notice, school committee vote and credit transfer) and setting up an account with the City Auditor (credit transfer package).

Processing grant expenditures, which includes arranging payroll (circulars, position control numbers, PS-03 forms to hire, PS-08 and PS-09 forms for stipends, contracts for consultants); and arranging non-salary purchases (requisitions and invoices).

Processing budget changes (amendments, transfers and credit or debit transfer).

Ensuring that expenditures are correctly charged and that no incorrect charges are charged to the grant (monitoring printouts, debit transfers).

Ensuring that all funds are expended within the grant period and for the purpose allowed, i.e., carrying out the grant's approved education plan and activities.

Maintaining accurate, thorough, systematic records, including files documenting initial awards and amendments, personnel, payroll, requisitions, invoices and purchase orders of all non-salary expenditures; inventory of equipment; interim and final reports.

Preparing final program reports and closing grant accounts at the School Department and the City Auditor's Office.

Not infrequently, grant managers pick-up in midstream. In such cases, responsibilities include completing management of grants awarded in previous years. The first step in grants management is to contact the Development Office to discuss managing the grant.

Winning grants depends on the quality of programs and proposals and the reputation of the BPS as a grantee. The work of each fund manager impacts directly on BPS's capacity to raise funds through grants. Grants are audited annually; results count.