Employment
AgeOptions is committed to improving the quality of life and maintaining the dignity of older persons and those who care about them. We are nationally recognized for our innovative programming and leadership in the field of aging. Our dedicated employees are the key to our success.
AgeOptions offices are conveniently located in downtown Oak Park, Illinois, near the Lake Street El and Northwestern trains. We offer a casual work environment with competitive salaries and benefit packages and opportunities for professional development.
The following positions are open:
JOB TITLE: GRANTS ADMINISTRATOR
STATUS: Exempt
AgeOptions is committed to improving the quality of life and maintaining the dignity of older adults and those who care about them – through leadership and support, community partnerships, comprehensive services, accurate information and powerful advocacy. AgeOptions is recognized nationally as a leader in developing and helping to deliver innovative community-based resources and options to older populations in transition and through our network of community agencies, serves almost 200,000 people annually. AgeOptions receives federal, state, private, foundation, and individual charitable contributions. For more information, please visit our website at: www.ageoptions.org.
BASIC FUNCTION
Under the supervision of the Director of Planning, Program Design and Grants Management, the Grants Administrator is responsible for coordination, accuracy, systemic operations and oversight of the Area Agency’s complex grant making process. The entire grant-making process includes the development of the request for proposals and other procurement, development of the application for funding , the proposal/application review process, developing recommendations on funding levels, development of legal agreements and contracts, issuance of these agreements and contracts, provision of timely reimbursements under the terms of the agreements, receipt and review of accurate reporting on the use of those funds, analysis of program and fiscal information, in-person or other reviews of the performance of the agencies and closeout of all grants. The incumbent is expected to develop and maintain good working relationships with grantees. Over 70 agencies receive funding from AgeOptions each year from over 40 different sources of funding to these organizations.
DUTIES AND RESPONSIBILITES
Grant-Making/Procurement – Maintains procedures to ensure the procurement of services is in compliance with Federal, State, and Area Agency requirements.
- Assist in the development of the Requests for Proposals (RFP) document, application and scoring tools
- Issue the RFP and manages the subsequent procurement process (including the review and scoring of applications, and presenting recommendations for funding to the Agency’s Board of Directors Program Committee)
- Prepare for and represent the Area Agency during appeal hearings
- Oversee the issuance of Notices of Grant Awards (NGAs) and contracts
- Develop sub-grants and contracts as needed
- Oversee the processing of reimbursement requests and payments to grantees/contractors
- Oversee the grant and contract closeout process
Monitoring/Compliance Reviews – Responsible for monitoring partner performance on an ongoing basis e.g. during local agency transitions, Corrective Action Plans, and Notice of Deficiencies. Also, develops annual on-site review schedule for all programs to ensure compliance with grant requirements and audit standards. Responsible for continuously seeking ways AgeOptions may assure compliance and quality in services and programs.
- Oversee periodic on-site program and fiscal compliance reviews as well as ongoing monitoring of funded agencies
- Oversee on-site Elder Abuse case and administrative reviews
- Oversee desk reviews of programs
- Oversee client and other complaint tracking and resolution
Reporting – Maintains schedule of reports to ensure timely and accurate reporting. Work closely with Finance Department to prepare reports.
- Supervise the preparation of programmatic and fiscal reports to Illinois Department on Aging and other funding sources.
- Supervise the processing of National Aging Program Information System (NAPIS) data and the completion of relevant reports
- Assist in preparing the Quarterly Financial Report
Technical Assistance – Provides training and support to ensure program standards are met. Oversees capacity building of new and ethnic agencies to improve their quality and grants management.
- Provide training and technical support regarding the Older Americans Act and Area Agency requirements
- Provide technical assistance related to grants/contracts, budgets and other administrative issues
- Conduct orientation sessions for new and potential grantees
Policies and Procedures – Ensure policies and procedures are updated as necessary and shared with relevant staff and grantees.
- Develop and maintain policies and procedures related to implementing grants
- Review regulations and comment on revisions
Supervision
- Supervise, train, manages workloads, and conduct performance evaluations of all personnel under his or her supervision including but not restricted to:
- Grants Specialist
- Grants Specialist, Monitoring
- Dietitian
Other Duties
- Performs other duties as assigned
Connections
This position will work closely with all other units of the agency. In addition, the Grants Administrator will need to interact tactfully, professionally, and objectively with the staff of funded agencies.
QUALIFICATIONS
- Master’s degree in Public Administration, Business Administration or related field, plus two (2) years experience in grants administration, or Bachelors and 4 years of related experience
- Management experience with proven ability to supervise people effectively
- Demonstrates a keen eye for detail with numbers and ability to identify and reconcile discrepancies
- Ability to coordinate a high volume of financial data and interpret the meaning behind the data
- Excellent verbal and written communication skills
- Ability to develop strong working relationships with community agencies and co-workers
- Understanding of regulations, contracts and legal requirement a plus
- Knowledge of senior service programs and systems
- Mastery of Microsoft Office software programs, advanced knowledge of Microsoft Excel and Microsoft Word.
- Knowledge of data bases a plus
- Ability to travel around suburban Cook County, IL
This position’s main function is Grants Management. It does not involve Grant Writing or Fundraising. Please put “Grants Administrator in the Header.” Interested persons please contact HR@AgeOptions.org or Fax to 708-524-0870. AgeOptions is an Equal Opportunity Employer, MFDV, older persons encouraged to apply. Please include salary history. No phone calls please.
JOB TITLE: GRANTS SPECIALIST
STATUS: Full-time Exempt
AgeOptions is committed to improving the quality of life and maintaining the dignity of older adults and those who care about them – through leadership and support, community partnerships, comprehensive services, accurate information and powerful advocacy. AgeOptions is recognized nationally as a leader in developing and helping to deliver innovative community-based resources and options to older populations in transition and through our network of community agencies, serves almost 200,000 people annually. AgeOptions receives federal, state, private, foundation, and individual charitable contributions. For more information, please visit our website at: www.ageoptions.org.
BASIC FUNCTION
Under the supervision of the Grants Manager, this position performs a wide range of duties related to the procurement process, the selection of grantees, provisions of oversight and technical assistance to applicants and grantees and the monitoring of grants. This position works closely with other members of the Grants Management team as well as other staff members.
DUTIES AND RESPONSIBILITIES
Monitoring/Compliance Review
Prepare for and conducts on-site program and fiscal monitoring reviews of grantees including elder abuse agencies. This includes but is not limited to, maintaining and updating monitoring tools; reviewing files to ensure compliance with grant requirements; and conducting exit conferences with relevant grantee staff to discuss the results of the monitoring visit.
Document results of monitoring visits in report format and forward to grantees by scheduled deadlines.
Review corrective action plans submitted in response to monitoring findings.
Conduct follow-up visits to grantees to ensure implementation of corrective action plans.
Analyze program and fiscal performance of grantees as compared to budgeted projections.
Perform on-going desk reviews of grantee productivity through the use of reports, reimbursement requests, etc.
Initiate budget and contract/grant revisions as appropriate.
Work closely with the Program and Community Support unit to identify programmatic issues to be acted upon by the appropriate unit.
Procurement
Maintain oversight of the Project Registration files, including incorporation of information from agencies interested in receiving funding, reviewing files to assure agencies have submitted the required information and the information is up to date, and maintaining a current mailing list of potential grantees.
Assist in the development of the Area Agency’s Request for Proposals document, service standards, application, and scoring tools.
Assist in the review of proposals.
Assist in the review of annual budgets and generating Notification of Grant Awards.
Maintain the Respite Vendor Registry including processing invoices for payment, tracking match and client contributions, and updating vendor agreements as needed.
Training
Provide technical assistance with respect to Older Americans Act and other Area Agency requirements.
Provide technical assistance related to grants/contracts, budgets and other administrative issues.
Provide orientation in grant procedures to new and potential grantees.
Reporting
Review quarterly Significant Developments Reports from grantees and provide regular feedback related to program activities.
Assist with preparing reports to external sources, including the quarterly fiscal report to the Illinois Department on Aging.
Policies and Procedures
Review assigned regulatory or program instructions and assists in preparing comments on rules and regulations.
Assist with the development and maintenance of a policy and procedure manual for grantees.
SUPERVISION
This position does not supervise anyone.
Other Duties
- Perform special studies of projects as assigned.
- Represent the Area Agency at meetings and professional associations and organizations, as assigned.
- Assist with preparing quarterly provider meetings.
- Assist Grants Manager in tracking and resolving complaints.
- Provide back-up for answering information and assistance calls.
- Provide back-up support for processing data related to grantees clients and services provided. This information is reported to the Illinois Department on Aging through the National Aging Program Information Systems (NAPIS).
Qualifications
- Bachelor’s Degree in Social Services or related field
- Minimum of three (3) years of experience in accounting, grants management, social services or related field.
- Ability to write clearly and concisely, particularly in report format.
- Ability to communicate, both verbally and in writing, on sensitive and confidential matters.
- Ability to work cooperatively with grantees.
- Knowledge of senior service programs and systems.
- Knowledge of computer software programs, including spreadsheets, database and word processing.
- Ability to travel around suburban Cook County, IL.
Successful candidates must be able to:
- Obtain elder abuse caseworker and supervisor certification and comprehensive care coordination certification through the Illinois Department on Aging; and maintain Ombudsman Level 1 certification.
Interested persons please contact HR@AgeOptions.org or Fax to 708-524-0870. AgeOptions is an Equal Opportunity Employer, MFDV, older persons encouraged to apply. Please include salary history. No phone calls please.
JOB TITLE : Part-time Registered Dietitian
STATUS: Part-time Exempt
AgeOptions is committed to improving the quality of life and maintaining the dignity of older adults and those who care about them – through leadership and support, community partnerships, comprehensive services, accurate information and powerful advocacy. AgeOptions is recognized nationally as a leader in developing and helping to deliver innovative community-based resources and options to older populations in transition and through our network of community agencies, serves almost 200,000 people annually. AgeOptions receives federal, state, private, foundation, and individual charitable contributions. For more information, please visit our website at: www.ageoptions.org.
BASIC FUNCTION
The Registered Dietitian for the Take Charge of Your Diabetes program will help AgeOptions finalize program elements so that AgeOptions can be accredited by the American Association of Diabetes Educators (AADE) to provide diabetes self-management education and medical nutrition therapy to diabetics in a community setting. AgeOptions will use the Stanford University Patient Education Center’s evidence-based program Diabetes Self-Management Program (DSMP) as the foundation for this program. This will include reviewing program information and protocols and participating in initial program implementation.
In addition, the Registered Dietitian will provide individualized diabetes self-management education/training to individuals and groups participating in the program according to the Scope of Practice, Standards of Practice, and Standards of Professional Performance for Diabetes Educators (AADE, 2005) and will provide clinical supervision to trained workshop leaders of the Stanford Diabetes Self-Management Program (DSMP).
This is a temporary, part time position that will be funded at approximately 8 hours per week until June 30, 2012. It is anticipated that this position will continue with reduced hours beyond this time period.
DUTIES AND RESPONSIBILITIES
- Collect Stanford University Diabetes Self-Management program participant assessment data, using the American Association of Diabetes Educators 7 framework, in a collaborative and ongoing manner.
• Collaboratively develop educational goals, learning objectives and a plan for educational content and teaching methods with the Stanford Diabetes Self-Management Program participants.
• Provide educational interventions that utilize primarily interactive, collaborative, skill-based training methods.
• Collaboratively develop an individualized follow-up plan with each program participant.
• Evaluate effectiveness of educational services by measuring attainment of learning objectives.
• Conduct follow-up assessments of participants upon completion of Stanford Diabetes Self-Management Program using outcome measures from the AADE7 Continuum of Outcomes Framework.
• Document assessment data, educational plan, educational services provided and evaluation results in each participant’s educational records.
• Utilize a team approach to provide services and collaborate and communicate with team members, when needed.
• Identify when a program participant’s needs are outside the scope of the instructor’s practice and expertise and arrange for additional services to meet needs.
• Conduct outreach to medical professionals for referrals and follow-up with them regarding referred clients.
• Participate in the development of training materials.
• Contribute to and participate in a continuous quality improvement process to measure DSME/T program and to identify and address opportunities for improvement.
SUPERVISION
This person provides clinical supervision to trained workshop leaders of the Stanford Diabetes Self-Management Program (DSMP).
OTHER DUTIES
Other duties as assigned.
CONNECTIONS
Works with Health and Diversity Coordinator/Take Charge of Your Health Program Coordinator, CJE SeniorLife, community groups in the southern suburbs and other AgeOptions partners.
QUALIFICATIONS
The minimum requirements needed to perform the job:
• Registered Dietitian (RD) and an Illinois Licensed Dietitian Nutritionist (LDN)
• Certified Diabetes Educator (CDE) or eligible to become a Certified Diabetes Educator.
• Credentialed as a diabetes education specialist or diabetes clinical management specialist preferred.
• Minimum of 6 months experience (preferably more) providing diabetes education and/or 15 contact hours within past year in diabetes and diabetes clinical and educational subjects.
• Maintain 15 hours of annual continuing education specific to diabetes, diabetes related topics and behavior change and self-management education strategies
o Must obtain within first six months of employment, if current continuing education credits do not meet this requirement.
• Must be credentialed for Medical Nutrition Therapy and Diabetes Self Management Education by our partner organizations for Medicare billing, after hire.
• Must have access to an automobile for travel throughout Cook County.
Interested persons please contact HR@AgeOptions.org or
Fax to 708-524-0870. AgeOptions is an Equal Opportunity Employer, MFDV, older persons encouraged to apply. No phone calls please.