Grant Administrator

Salt River Pima-Maricopa Indian Community (SRPMIC); Scottsdale (AZ); On-site; USD 55,000 - 75,000; Full time

Job summary

Salt River Pima-Maricopa Indian Community (SRPMIC) is seeking a Grant Administrator to oversee funding opportunities, proposals, and contract administration within the Finance Department. The role involves ensuring program compliance, preparing financial reports, and maintaining grant documentation while coordinating with departments and external agencies to maximize funding impact.

Under supervision of the Grants & Contracts Manager, you will identify opportunities, prepare narratives, develop

Responsibilities

• Identify and pursue external funding opportunities aligned with SRPMIC objectives.
• Prepare and submit grant proposals and budgets.
• Monitor grant compliance, reporting and financial tracking.
• Maintain grant/contract documentation and records.
• Coordinate with departments and funding agencies to ensure timely reporting and renewals.

Job description

Posting number: 100557-260512

Department: Finance

Job classification: Grant Administrator

Posting type: Open & Promotional

Categories: Accounting and Finance

Summary

Under general supervision of the Grants & Contracts Manager, the Grant Administrator provides a range of services including, but not limited to incorporating an overall understanding of the Community’s strategic objectives and needs in identifying funding opportunities; the preparation and submission of proposals, negotiation and acceptance of grants and contracts; oversight of program compliance with existing grant and contract requirements, including achievement of stated objectives, program participant qualification compliance and financial reporting requirements; and oversight of grant and contract fund spending. This job class is treated as FLSA-exempt.

Essential Functions:

(Essential functions may vary among positions, but may include the following tasks, knowledge, abilities, skills, and other characteristics. This list of tasks is ILLUSTRATIVE ONLY and is not intended to be a comprehensive listing of tasks performed by all positions in this classification.)

Examples of duties

1. Manage centralized funding activities for SRPMIC.

• Research grants and other funding opportunities that may be of interest to the Community.
• Analyze new strategies for income and provide written recommendations.
• Work with Departments to identify external funding opportunities to meet their specific funding needs, within the confines of the best interest of SRPMIC, and ensure that Departments are not competing with each other for same funding opportunities.
• Regularly report in writing to the Grants and Contracts Manager about all grant search and application activities.
• Establish and maintain administrative procedures and controls for acquiring and implementing external award funding.
• Maintain a historical tracking of awards as well as denials, analyzing and tracking reasons for denials to improve award rate in the future.
• Maintain complete files of grants and contracts, including application, original award documents, all reports submitted, etc., for no less than seven (7) years after the end of a grant/contract.
• Communicate awards within two (2) business days of receipt to the appropriate program managers and to the Grants and Compliance Division of the Finance Department.
• Establish and maintain a comprehensive tracking system including timely notification to Departments and programs of submission and renewal deadlines.

2. Writes, submits and tracks funding applications, using collaborative approach with Departments.

• Complete all steps of the pre-award process including, but not limited to, notifying Departments of funding opportunities, facilitating the application compilation, coordinate the Council Resolution process and submit final and complete funding applications.
• Develop project descriptions and evaluation plans.
• Generate compelling narratives for funding applications.
• Develop and/or review budgets for funding applications using predictive modeling techniques.
• Provide Departments opportunity to review application components or draft elements of applications themselves if they so choose, with this position being final reviewer/compiler of the application package.
• Submit completed applications.
• Track applications and follow up as appropriate.

3. Through periodic audits and inquiries, ensures that the Community complies with all grants/contracts or other external agreement requirements and reports results regularly in writing to the Grants and Contracts Manager.

• Work in conjunction with Grants and Compliance Division of Finance Department to ensure all terms and conditions are being met throughout the grant lifecycle including assurances, conditional requirements, program reporting, and any other specified requirements to maintain compliance with grants and contracts.
• Ensure that program’s stated objectives are being met and report any deficiencies to program/Department leadership.
• Generate and/or ensure that compelling narratives are included with funding reports as necessary.
• Ensure that all programs successfully complete their annual A-133 audits as well as any funding agency-specific audits with no findings.
• Ensure that programs are fully spending their grant/contract dollars and report any anomalies to both Controller and Grants and Contracts Manager on a monthly basis.
• Track and send monthly reminders to departments, program managers, and/or Directors for upcoming reports or compliance tasks needing to be completed.
• Ensure all programmatic reports, assurances, certificates, and all other grant and contract related documents are tracked and uploaded into PeopleSoft.

4. Acts as liaison between Community and funding agencies.

• Maintain a list of contacts for the various funding agencies.
• Be familiar with agency reports and funding methodologies and be able to articulate them to Departments, the Controller, the Community Manager and Council, as necessary.
• Contact funding agencies when discrepancies arise in the Community’s funding, keeping program/Department contacts informed and involved.
• Attend meetings with funding agency contacts as reasonable and necessary.
• Communicate frequently with Community program/Department points of contact to ensure consistency and completeness of information among all internal parties.
• Maintain familiarity with upcoming regulation changes and other changes that will affect the Community’s level of external funding, either positively or adversely, and communicate such changes to the Departments, the Grants and Contracts Manager, Assistant Finance Director and Finance Director, as necessary.

5. Acts as liaison between Community Departments when multiple departments are engaged in grant funding.

• Maintains inter-department communications to facilitate clear understandings of grant requirements and Community Policy and Procedures.
• Facilitates meetings between departments to increase cross departmental communications on grant needs.
• Establishes check-list for each grants purchasing needs to help departments