Government Grants Operations Lead

American Heart Association; Virginia Beach (VA); On-site; USD 68,000 - 88,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Disability insurance

Life insurance

Retirement plan with employer match

Employee Wellness Program

PTO 16 days per year

12 paid holidays

Job summary

The American Heart Association is looking for an Operations Manager, Government Grants to provide operational coordination across government-funded projects. This full-time, grant-funded role offers flexible, home-based work and reports to the National Government Funding Director.

You will support budgeting, compliance, subrecipient coordination, reporting, and closeout activities with PIs and implementation teams, ensuring deliverables align with federal cost principles and award terms.

Qualifications

• Experience with financial systems, budget development, and expense management.
• Familiarity with OMB Uniform Guidance and NIH policies.
• Knowledge of federal grantors such as CDC, HRSA, NIH.

Responsibilities

• Expense Review: Partner with project leads to ensure expenses and invoices are accurately completed, reviewed, approved, and submitted promptly.
• Prior Approval Requests & Compliance: Identify project activities that may require prior approval or a waiver under the award terms, coordinate with Finance, Legal, or OFP partner to confirm requirements, and support preparation, routing, and tracking of related documentation.
• Budget Planning and Monitoring: Support project budget planning, monitoring, and forecasting to align resources with project needs, funding requirements, and federal cost principles. Coordinate budget revision requests, draft supporting justifications, track approvals, and partner with the appropriate finance teams on formal budget adjustments.
• Personnel and Compensation Documentation: Support review of personnel allocations, salary distribution documentation, and effort-related materials to help ensure charges are aligned with approved project activities and available supporting documentation, in partnership with Finance, HR, and OFP.
• Subrecipient and Contractor Coordination: Coordinate operational documentation for contractors and subrecipients, support completion of required forms, track approvals in applicable systems, collect deliverable (e.g., Optimus) and invoice support, and assist with subrecipient monitoring activities.
• Communication, Reporting, and Deliverable Tracking: Draft or compile responses for internal review and approval, maintain project-level communication logs, and collaborate with program teams to track milestones, deliverables, reporting requirements, and related follow-up actions.
• Cost Transfers and Expense Reallocations: Support documentation, routing, and tracking of cost transfer or expense reallocation requests; confirm that required approvals are obtained; and elevate allowability, timeliness, or documentation questions to Finance or OFP.
• Records Management and Closeout Support: Maintain organized, audit-ready project files, including approvals, communications, deliverable evidence, invoices, budget documentation, and closeout materials; support final documentation reconciliation, records retention, and project closeout activities.
• Other Duties: Perform other duties and projects, as assigned.

Skills

Financial systems

OMB Uniform Guidance

NIH policies

Project management

Education

Bachelor's degree or equivalent

Job description

The American Heart Association is looking for an Operations Manager, Government Grants to provide operational coordination across government-funded projects. This full-time, grant-funded role offers flexible, home-based work and reports to the National Government Funding Director.

You will support budgeting, compliance, subrecipient coordination, reporting, and closeout activities with PIs and implementation teams, ensuring deliverables align with federal cost principles and award terms.