Grant Operations Specialist

SUMMARY

We are currently seeking a Grants Operation Specialist to join our team. This person will manage post-award coordination, ensure compliance, and partner with internal and external grant stakeholders. Works with program lead to establish grant-reporting processes, internal and external. Supports grant team operations by maintaining databases, improving workflow, analyzing data, preparing reports, and maintaining reference materials. Responsible for ensuring grants function well within the HHS system. Local candidate preferred, but remote allowable.Local candidate preferred, but remote allowable.

RESPONSIBILITIES

Grants Administration (40%)

1.Provides post-award coordination:

a. Facilitate kick-off meetings with the program, Grant and Finance teams and any other

necessary partners, establishing the internal relationships with grant stakeholders,

setting up, communicating, and tracking all key deadlines and reporting requirements.

b. Build out tech capacity of teams, eliminating redundancies in file storage and

versioning issues and highlighting available resources such as Teams to ensure

collaborative documents are available online in real-time.

c. Increase the collaborative work between grant stakeholders and grant team.

d. Partner with the Program and Finance team to assist in budget revisions, contract

extensions, including both time (only) and both time and financial carryover requests.

e. Ensure ongoing compliance with external funders and build solid partnerships

between the program team and external funders.

f. For a targeted group of funded projects, monitors grant reporting deadlines, spending

usage, detail budget vs actual and collaborates with stakeholders to ensure timely

use of funds.

g. Manages electronic portals registration.

2.Provides project management as needed on large grant projects led by the Grant Team. Tasks

will vary by project.

Grant Operations (50%)

1.Maintains submission and award tracking in relevant databases and assures data integrity.

2.Documents and maintains operational workflows; ensures best practices and identifies

opportunities for improvement.

3.Prepares and analyzes grant team data and prepares customized reports for leaders.

4.Maintains Reference Library, Grants Manual, and other operational resources.

5.Represents the Grant Team and/or HHF on system-wide committees as mutually agreed.

Other Duties as Assigned (10%)

QUALIFICATIONS

Minimum Qualifications:

Education:

• Bachelor's Degree in related field; healthcare administration, finance, nonprofit management, public administration, business, etc.

• Experience in grants administration - from grant proposal inception to

project completion of a sponsored program.

OR

• An approved equivalent combination of education and experience.

Knowledge/Skills/Abilities:

• Ability to communicate effectively.

• Ability to work with individuals from diverse backgrounds.

• Ability to set priorities and to work comfortably in a fast-paced, deadline-driven environment.

• Analytical ability and proficiency with related computer programs including

Microsoft Office, contact management systems, accounting software, etc.

Strong spreadsheet skills (ie Excel) specialist.

Preferred Qualifications:

• Three (3) years related experience preferred.

• Familiarity with granting agencies; including federal, state, county and city

agencies as well as corporate and private sponsors.

• Some beginning accounting skills.

• Familiarity with reporting functions on HRSA EHBs

• Local candidate preferred, but remote allowable.