GRANTS & REPORTING SPECIALIST

San José Clinic; Houston (TX); On-site; USD 65,000 - 90,000; Full time

Job summary

San José Clinic is seeking a Grants & Reporting Specialist to manage post-award activities for its grant portfolio, ensuring compliance with funders, monitoring performance and outcomes, and coordinating internal reporting.

The role requires coordinating with clinical, operational, financial and development teams to prepare timely, accurate grant reports, maintain documentation, and uphold the clinic's commitments to funders.

Qualifications

• Bachelor's degree in nonprofit management, business administration, public administration, healthcare administration, finance, accounting, communications, data analytics, or a related field.
• Minimum three years of grants administration, grant reporting, nonprofit administration, program evaluation, compliance, or data reporting.
• Experience working with healthcare, community health, nonprofit, or mission-driven settings preferred.
• Experience coordinating information across multiple departments and with budgets/financial reports preferred.
• Strong written communication, editing, and analytical abilities.

Responsibilities

• Maintain responsibility for timely completion and submission of grant reports.
• Prepare quarterly, semiannual, annual, interim, progress, and final reports as required.
• Review grant agreements, award letters, budgets, and related documents after award.
• Identify reporting requirements, deliverables, performance measures, and conditions.
• Create a reporting plan for each grant and set internal deadlines ahead of funder deadlines.
• Gather required information from clinical, operational, financial, administrative, and Development departments.
• Prepare complete and well written grant reports communicating activities, populations served, outcomes, and impact.
• Ensure narrative aligns with statistical and financial data; maintain supporting documentation.
• Coordinate internal review and approval of reports before external submission.
• Maintain grant files with submitted reports, confirmations of submission, and funder correspondence.
• Develop and manage a comprehensive grant reporting calendar and track deadlines.
• Provide advance notice to departments and escalate potential missed deadlines to leadership.
• Maintain reporting status information for organizational leadership.

Skills

Attention to detail

Analytical thinking

Professional writing

Editing skills

Deadline management

Organizational skills

Interpersonal skills

Follow-up and escalation

Confidential information handling

Education

Bachelor's degree in nonprofit mgmt / business / public admin / healthcare admin / finance / accounting / communications / data analytics

Master’s degree preferred but not required

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

POSITION SUMMARY

The Grants & Reporting Specialist is responsible for the effective post-award management and stewardship of San Jose Clinic's grant portfolio. This position ensures compliance with funder requirements, monitors program performance and outcomes, coordinates internal reporting, maintains accurate grant documentation, and ensures that the Clinic fulfills its financial, programmatic, and reporting commitments to funders

Essential Duties And Responsibilities

• Maintain primary responsibility for the timely completion and submission of assigned grant reports.
• Prepare quarterly, semiannual, annual, interim, progress, outcome, utilization, stewardship, and final reports as required by funders.
• Review all executed grant agreements, award letters, approved proposals, approved budgets, amendments, reporting instructions, funder correspondence, and other grant documentation immediately following award.
• Identify all reporting requirements, deliverables, performance measures, financial requirements, restrictions, deadlines, recognition requirements, and special conditions associated with each award.
• Create a reporting plan for each grant.
• Establish internal reporting deadlines sufficiently in advance of external funder deadlines.
• Obtain required information from clinical, operational, financial, administrative, and Development departments.
• Prepare complete and professionally written grant reports that accurately communicate activities performed, populations served, services provided, outcomes achieved, challenges encountered, funds utilized, and the overall impact of the funded program.
• Ensure that narrative information corresponds with reported statistical and financial information.
• Maintain appropriate documentation supporting all significant information submitted to funders.
• Coordinate internal review and approval of reports before external submission.
• Maintain copies of submitted reports, supporting documentation, confirmations of submission, and funder correspondence in the appropriate grant file.

DESCRIPTION

POSITION SUMMARY

The Grants & Reporting Specialist is responsible for the effective post-award management and stewardship of San Jose Clinic's grant portfolio. This position ensures compliance with funder requirements, monitors program performance and outcomes, coordinates internal reporting, maintains accurate grant documentation, and ensures that the Clinic fulfills its financial, programmatic, and reporting commitments to funders

Essential Duties And Responsibilities

I. GRANT REPORTING

• Maintain primary responsibility for the timely completion and submission of assigned grant reports.
• Prepare quarterly, semiannual, annual, interim, progress, outcome, utilization, stewardship, and final reports as required by funders.
• Review all executed grant agreements, award letters, approved proposals, approved budgets, amendments, reporting instructions, funder correspondence, and other grant documentation immediately following award.
• Identify all reporting requirements, deliverables, performance measures, financial requirements, restrictions, deadlines, recognition requirements, and special conditions associated with each award.
• Create a reporting plan for each grant.
• Establish internal reporting deadlines sufficiently in advance of external funder deadlines.
• Obtain required information from clinical, operational, financial, administrative, and Development departments.
• Prepare complete and professionally written grant reports that accurately communicate activities performed, populations served, services provided, outcomes achieved, challenges encountered, funds utilized, and the overall impact of the funded program.
• Ensure that narrative information corresponds with reported statistical and financial information.
• Maintain appropriate documentation supporting all significant information submitted to funders.
• Coordinate internal review and approval of reports before external submission.
• Maintain copies of submitted reports, supporting documentation, confirmations of submission, and funder correspondence in the appropriate grant file.

II. MASTER GRANT REPORTING CALENDAR

• Develop, maintain, and actively manage San José Clinic's comprehensive grant reporting calendar.
• Record all active grants and associated:
  • Award dates
  • Grant periods
  • Funding amounts
  • Reporting periods
  • Interim reporting deadlines
  • Final reporting deadlines
  • Financial reporting deadlines
  • Performance requirements
  • Deliverable dates
  • Renewal periods
  • Grant closeout dates
  • Funder meetings
  • Site visits
  • Audit or monitoring requirements
• Provide advance notification to responsible departments regarding upcoming reporting obligations.
• Follow up with departments when required information has not been received.
• Escalate potential missed deadlines to Development leadership.
• Maintain reporting status information so organizational leadership can readily determine whether each grant is current and compliant.

III. PERFORMANCE METRICS AND OUTCOMES

• Establish and maintain tracking mechanisms for metrics associated with awarded grants.
• Review grant proposals to identify every measurable commitment made to the funder.
• Develop grant-specific performance tracking worksheets or dashboards.
• Work with program leaders to establish processes for collecting required information throughout the grant period rather than waiting until a report is due.
• Monitor actual performance against targets contained in funded proposals.
• Identify performance measures that are trending below grant commitments.
• Notify appropriate leadership when the organization may not achieve a funded deliverable.
• Work with program leadership to identify explanations, corrective measures, or other necessary responses.

IV. DATA COLLECTION AND VALIDATION

• Coordinate data collection from departments responsible for grant-funded activities.
• Develop standardized reporting templates to improve consistency and efficiency.
• Review information received from departments for accuracy, completeness, reasonableness, and consistency.
• Identify discrepancies between data sources.
• Question information that appears incomplete, inconsistent, duplicative, unsupported, or accurate.
• Obtain clarification or corrected information before incorporating data into an external report.
• Reconcile current reporting data to previously reported information when appropriate.
• Maintain documentation demonstrating the source of material data submitted to funders.
• Assist in developing standardized definitions for commonly reported organizational measures to promote consistency across grants.
• Maintain historical data that can be used for trend analysis, grant renewals, organizational reporting, and future funding applications.

V. GRANT COMPLIANCE

• Maintain a compliance checklist for each active grant.
• Monitor compliance with:
  • Grant agreements
  • Approved scopes of work
  • Approved budgets
  • Funding restrictions
  • Performance commitments
  • Reporting requirements
  • Documentation requirements
  • Recognition requirements
  • Special award conditions
  • Applicable organizational policies
• Review grant activity throughout the award period to identify potential areas of noncompliance.
• Promptly report potential compliance concerns to the appropriate organizational leader.
• Document resolutions of identified reporting or compliance issues.
• Track required approvals for significant grant modifications.
• Assist with requests for:
  • Budget modifications
  • Program modifications
  • Grant extensions
  • Reporting extensions
  • Changes in deliverables
  • Other funder-approved amendments
• Ensure approved modifications are documented in the official grant file.

Requirements:

QUALIFICATIONS

Education

Bachelor's degree in nonprofit management, business administration, public administration, healthcare administration, finance, accounting, communications, data analytics, social sciences, or a related field required. Equivalent relevant experience may be considered where appropriate. Master’s degree preferred but not required.

Experience

Minimum three years of relevant experience in grants administration, grant reporting, nonprofit administration, program evaluation, compliance, institutional giving, data reporting, or a related field. Demonstrated experience preparing formal reports using quantitative and qualitative information. Experience working with grants or restricted funding strongly preferred. Experience working in healthcare, community health, nonprofit, social services, or another mission-driven environment preferred. Experience coordinating information across multiple organizational departments strongly preferred. Experience working with budgets and financial reports preferred.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

Exceptional attention to detail. Strong analytical and critical-thinking abilities. Strong professional writing and editing skills. Ability to interpret grant agreements, requirements, and reporting instructions. Ability to analyze numerical and narrative information. Ability to recognize discrepancies or inconsistencies in information. Advanced organizational and deadline-management skills. Ability to independently manage numerous simultaneous reporting deadlines. Strong interpersonal skills and ability to obtain required information from individuals across multiple departments. Ability to appropriately follow up and elevate when required information has not been provided. Ability to explain reporting and documentation requirements clearly. Ability to work with confidential patient, financial, donor, and organizational information. Ability to exercise professional judgment and discretion. Ability to work both independently and collaboratively. Strong proficiency in Microsoft Word, Excel, Outlook, and related Microsoft Office applications. Advanced Excel proficiency strongly preferred. Experience with donor-management, grant-management, database, electronic health record reporting, or business-intelligence systems preferred.