Grants and Contracts Administrator

Northeast-Community-Clinic-4; Alhambra (CA); On-site; USD 75,000 - 105,000; Full time

Job summary

Northeast Community Clinic is seeking a Grants and Contracts Administrator to maximize funding from government and non-government sources and to manage a broad portfolio of contracts. The role includes OHSA/OSV preparation, NHSC and FQHC-330 programs, and ensuring compliance with federal, state, and local regulations.

You will develop grant proposals and budgets, track performance, and coordinate internal reporting while maintaining a centralized contract database and liaising with the executive

Qualifications

• Requires Bachelor’s Degree or higher and strong grant management experience.
• Five years’ experience developing and writing Federal, State, County, and private grant proposals.
• Experience in grants and contracts management, preferably in healthcare/non-profit.
• Familiarity with governmental regulations and Grants.gov is preferred.

Responsibilities

• Actively maximize revenue streams from governmental agencies, foundations, and other funding sources.
• Research, develop, and support bids and RFPs to meet organizational objectives.
• Ensure timely grant applications and reporting requirements are met.
• Manage HRSA FQHC-330 and NHSC reporting, including OSV prep and EHB updates.
• Develop and write grant proposals, budgets, and negotiate grants and contracts.
• Monitor grant income goals and related budgets for proposals and programs.
• Oversee contracts for compliance with laws and policy obligations.
• Maintain a centralized contract database and ensure proper documentation.
• Assist with monitoring deliverables, invoices, and payments; establish monitoring systems.

Skills

Excellent communication skills

Strong math skills

Organizational & administrative skills

Interpersonal skills

Ability to work under deadlines

Education

Bachelor's Degree or higher

Five years’ grant/proposal writing experience

Tools

Microsoft Office (Excel, Word, Outlook)

Grants.gov

Electronic Handbook (EHB)

Job description

Position SummaryThe Grants and Contracts Administrator position is to ensure the continued increase of funds through substantial annual increases from governmental, foundation, and any other revenue sources, as well as charged with managing contracts from a variety of government and non-government institutions. Review of external award notices for compliance, appropriate budget allocation, and funding restrictions.Schedule:Onsite presence – Monday through Friday 8:00 a.m. – 5:00 p.m.Hours worked per week may exceed 40 hoursFlexible, including evenings and weekends based on operational needs.Duties and ResponsibilitiesActively maximize revenue streams such as charitable income/donations from governmental agencies, foundations, and any other funding sources.Research, develop, and provide support for bids and request for proposals to meet organizational objectives and program needs.Ensure proactive and timely completion of grant applications, as well as internal and external reporting requirements.Manage all aspects of the administration of the HRSA Federal Qualified Health Center (FQHC-330) and Look-Alike programs, including On-Site Visit (OSV) preparation, communication with the federal government, and updates to Electronic Handbook (EHB) on Form 5A, 5B, and 5C, and financial reporting.Manage and oversee National Health Service Corps (NHSC) reporting.Develop and write grant proposals, budgets, and procure and negotiate grants and contracts.Monitor and manage grant income goals and maintain an understanding of budgets, as they relate to proposals and the organization.Oversee and monitor contracts and grants for compliance with agreement provisions and municipal, state, and federal laws and advise management regarding courses of action.Maintain a centralized contract database and ensure contracts are properly documented and accessible.Review contracts for administrative, financial, compliance, and operational requirements and communicate relevant obligations to responsible departments.Ensure compliance with respect to regulations, laws, and policies and procedures.Procure, oversee, and manage grants by: tracking grants; developing internal reporting systems; writing reports, maintaining excellent historical records; working with staff members to ensure each project or program is meeting proposal conditions and expectations; supporting grant closeout activities.Assist with establishing systems and forms for monitoring deliverables, invoices, and payments.Develop and implement standardized grant and contract administration procedures.Develop, update, and track proposal calendars and communicate results of proposal submissions and reports, as required by grantors.Assist with communicating grant information to the executive management, key community organizations and the public.Research and calculate community and patient data related to health and general demographics.Prepare budget revisions on existing awards, if needed.Design programs to meet the specific requirements of federal and private funders and needs of patients.Maintain documentation necessary to support internal and external audits, monitoring visits, site reviews, and funder requests.Ensure reports are presented to the Board of Directors during monthly meetings.Perform other duties as assigned by the Finance Director.Minimum RequirementsMicrosoft Office (Excel, Word, and Outlook) and excellent spreadsheet proficiencyKnowledge of Federal and non-Federal regulationsMust have the ability to work in a fast-paced environment with strict deadlines and be able to manage multiple priorities.Excellent Communication SkillsAbility to work as a team player and work independently.Reliable transportationMust be able to travel from facility to facilityThis position requires 10 % travel with frequent travel outside the local area.Some overnight and/or interstate travelRequired Education/Experience and/or Licensure/CertificationBachelor’s Degree or higher is highly preferredFive years’ experience developing and successful writing Federal, State, County, and private grant proposalsExperience in grants and contracts management, preferably in a non-profit, healthcare setting.Understanding of federal, state, and local governmental regulations.Experience with Grants.gov preferred.Must have strong organizational, administrative, and interpersonal skills, such as ability to interact well with investigators and administrators and with federal and non-federal personnel and assist in resolving problems in a positive and friendly manner.Ability to work on complex projects with general direction and minimal guidance.Excellent technical writing and editing skills.Strong math skills and some budget experience.Proven ability to handle multiple projects and meet deadlines.Commitment to goals and philosophy of Northeast Community ClinicValid State IdentificationPhysical Requirements and Working ConditionsOSHA Category 3 – Involves no regular exposure to blood, body fluids, or tissues, and tasks that involve exposure to blood, body fluids, or tissues are not a condition of employment.The work is majority of the time sedentary in nature.The employee is regularly required to communicate, frequently required to use repetitive motions, move, remain stationary, regularly push, pull and lift up to 20 pounds and occasionally push, pull and lift up to 40 pounds.Must possess mobility to work in a standard office/clinic setting (in some cases both settings) and to use standard office/clinic equipment, including a computer, stamina to maintain attention to detail despite interruptions, read printed materials and use a computer, and communicate in person and over the telephone.