Manager, Grant Operations

Northbay; Fairfield (CA); Hybrid; USD 110,000 - 150,000; Full time

Benefits offered by this job

Health benefits (medical/dental)

Job summary

NorthBay Health is seeking an experienced Grant Operations Manager to oversee post-award activities, ensure funds are deployed per grant terms, and coordinate cross-functional teams across Finance, Legal, Compliance, and clinical operations. The role leads the Grant Strategy Committee and maintains centralized grant management systems.

The position requires a Bachelor’s degree in healthcare administration, public health, business, or related field, and 3–5 years in grant management or healthcare

Qualifications

• Bachelor’s degree in healthcare administration, public health, business, or related field.
• 3-5 years of grant management or healthcare administration experience.
• Experience with federal and state grants and Uniform Guidance preferred.

Responsibilities

• Lead and coordinate the NorthBay Health Grant Strategy Committee.
• Oversee award transition into operational execution and monitoring.
• Review grant agreements, scopes of work, budgets and reporting requirements.
• Develop internal grant briefs summarizing requirements, timelines, deliverables, and responsibilities.
• Coordinate internal kickoff meetings with grant project teams and stakeholders.
• Track grant deliverables, milestones, and timelines across departments.
• Ensure activities align with grant scope and compliance requirements.
• Identify risks and escalate compliance or operational issues.
• Provide cross-functional coordination across clinical, operational, financial, legal, compliance, and research teams.
• Maintain centralized grant tracking systems and documentation.

Skills

Grant management

Cross-functional coordination

Regulatory compliance

Financial reporting

Project coordination

Education

Bachelor’s degree in healthcare administration, public health, business

Tools

Grant management software

Job description

At NorthBay Health, the Grant Operations Manager provides centralized oversight and coordination of post-award grant activities across NorthBay Health, ensuring awarded funds are implemented in accordance with grant requirements, approved scopes of work, budgets, timelines, and applicable regulatory requirements. The position coordinates the transition of newly awarded grants into operations; monitors implementation, deliverables, expenditures, reporting requirements, and performance measures; and works closely with Finance, Legal, Compliance, clinical and operational leaders, evaluation teams, external consultants, community partners, and subrecipients. The Grant Operations Manager maintains centralized grant-management systems and documentation, supports audit and monitoring readiness, identifies and escalates compliance and operational risks, and helps ensure appropriate grant-related policies, procedures, and internal controls are in place. The position also serves as the lead coordinator for the Grant Strategy Committee and as the operational hub for NorthBay Health’s active grant portfolio.

Primary Job Duties

Lead and Coordinate:Serve as the lead and coordinator of the NorthBay Health Grant Strategy Committee.

Award Transition:Lead the transition of newly awarded grants into operational execution.

Award Review: Review grant agreements, scopes of work, budgets, reporting requirements, and other award conditions.

Develop Grant Briefs: Develop internal grant briefs summarizing requirements, timelines, deliverables, and key responsibilities.

Coordinate Kickoff Meetings:Coordinate internal kickoff meetings (following newly funded grant awards) with grant project teams, Finance, Marketing & Communications, leadership, and other appropriate stakeholders.

Deliverable Management: Track grant deliverables, milestones, and timelines across departments.

Ensure Scope Alignment: Ensure program activities remain aligned with the approved grant scope.

Risk Identification: Identify risks, delays, or compliance concerns and escalate appropriately.

Cross-Functional Coordination: Provide ongoing coordination across clinical, operational, and

Regulatory Compliance: Ensure adherence to grant terms, conditions, and regulatory requirements in collaboration with Legal and other appropriate departments.

Audit Readiness: Maintain documentation for audits, monitoring visits, and site reviews.

Cost Compliance: Track allowable and non-allowable costs in collaboration with grant teams, Finance, and Compliance.

Funding Requirements: Monitor match requirements, reimbursement structures, and funding restrictions.

Uniform Guidance: Maintain working knowledge of applicable federal grant requirements, including Uniform Guidance (2 CFR Part 200), as well as state and funder-specific requirements.

Policy and Control Gaps: Identify grant-related policy, procedure, and internal-control gaps and coordinate with Finance, Legal, Compliance, HR, Procurement, Research, and other appropriate departments to address them.

Policy Support: Support the development, implementation, and periodic review of grant-management policies, procedures, and standardized workflows to promote organizational compliance and audit readiness.

Stakeholder Coordination: Coordinate with internal stakeholders for additional compliance and risk-management requirements.

Budget Monitoring: Partner with Finance to monitor grant budgets, expenditures, and drawdowns.

Variance Management: Monitor grant expenditure burn rates and identify variances from approved budgets.

Financial Reporting: Support preparation of financial reports and reimbursement requests.

Financial Compliance: Ensure financial activities align with funder guidelines in collaboration with Finance.

Reporting Calendar: Maintain a master reporting calendar for all active grants.

Timely Submission: Coordinate timely submission of programmatic and financial reports.

Report Development: Compile data and narrative inputs from program teams and consultants.

Funder Alignment: Ensure reports align with funder-defined metrics and requirements.

Evaluation Coordination: Coordinate with evaluation teams for respective grant-funded projects.

Performance Metrics: Ensure timely tracking of KPIs, outcomes, and performance metrics by each grant’s evaluation team, as required by funders.

Course Correction: Support ongoing performance monitoring and course correction, if needed.

Data Stewardship: Maintain comprehensive knowledge of the locations, availability, and data sources for all grant-funded projects.

Consultant Liaison: Serve as the primary internal liaison to external grant-writing consultants.

Data Coordination: Ensure consultants receive timely data for reporting and compliance needs.

Partner Coordination: Coordinate with internal teams, community partners, and subrecipients on deliverables.

Agreements: Support development and management of MOUs and subrecipient agreements.

Centralized Grant Tracking: Maintain centralized grant tracking systems and dashboards.

Support Standardization: Standardize tools, templates, and workflows for grant operations.

Leadership Reporting: Provide leadership with regular status updates on grant performance.

Support Continuous Improvement: Support audit readiness and continuous process improvement.

Presentations to Grant Strategy Committee, Internal Teams, and Senior Leaders: Prepare and deliver presentations to the Grant Strategy Committee, internal teams, and senior leadership, clearly communicating progress, challenges, and strategic insights.

Cross-Functional Communication: Facilitate communication across departments to ensure a cohesive approach to all grant-related activities.

Qualifications

Education: Bachelor’s degree in healthcare administration, public health, business, or related field.

Licensure/Certification: None

Experience/Skills:

Three to five years of experience in grant management, program operations, project management, or healthcare administration.

Demonstrated experience managing post-award grants, including compliance and reporting.

Strong understanding of healthcare delivery systems and cross-functional operations.

Experience working with healthcare and administrative teams.

Experience with federal, state, or large foundation grants (e.g., CMS, HRSA, SAMHSA) preferred.

Working knowledge of Uniform Guidance (2 CFR Part 200) and federal grant compliance requirements preferred.

Experience in a hospital or integrated health system environment preferred.

Experience managing multi-partner or community-based grant programs preferred.

Demonstrates strong project management, organization, operational execution, and accountability.

Demonstrates financial and compliance acumen and the ability to translate grant requirements into actionable workplans.

Demonstrates ability to lead cross-functional work without direct authority and to coordinate effectively with clinical, operational, financial, legal, compliance, research, and administrative stakeholders.

Demonstrates high attention to detail, risk identification, escalation, and mitigation.

Demonstrates excellent written and oral communication skills and ability to prepare concise reports, dashboards, grant briefs, and leadership updates.

Demonstrates ability to manage multiple grants, deadlines, deliverables, and competing priorities simultaneously.

Interpersonal Skills: Demonstrates the True North values. The True North values are a set of value-based behaviors that are to be consistently demonstrated and role modeled by all employees that work at NorthBay Health. The True North values principles consist of Nurture/Care, Own It, Respect Relationships, Build Trust, and Hardwire Excellence.Ability to communicate with comfort at all levels of the organization. Ability to keep colleagues and vendors on task and on-time. Ability to represent the System effectively to outside vendors, physicians, consultants, patients, and employers.

Hours of Work:Exempt.Based on business need.

About Us

Interpersonal Skills and Values

Demonstrates NorthBay Health’s True North Values: Nurture Care, Own It, Respect Relationships, Build Trust, and Hardwire Excellence. These values guide behavior, accountability, teamwork, and commitment to high-quality patient care.

Why NorthBay Health

NorthBay Health is an independent, nonprofit health system serving the Napa, Solano, and Yolo County regions. We are expanding access to care across our communities through two acute-care hospitals, including a Level II Trauma Center and a Level III NICU maternity unit, along with a cancer center, urgent care locations, and a growing network of primary and specialty care clinics.

We provide advanced services in cardiovascular care, neuroscience, orthopedics, surgery, and outpatient specialties. NorthBay Health is nationally recognized for quality care, including Magnet with Distinction designation for nursing and multiple U.S. News and World Report high performing recognitions.

We are committed to being the trusted healthcare partner of choice and offer an environment where employees can grow, contribute meaningfully, and support the health of our communities.

NorthBay Health Benefits Options

NorthBay Health offers a comprehensive benefits package based on established eligibility requirements. Benefits may include medical, dental, and vision insurance, life, disability, and long-term care coverage, paid time off including vacation, sick leave, holidays, and bereavement, a 403(b) retirement plan with employer match, education reimbursement for eligible roles, professional development and training programs, Employee Assistance Program, wellness programs, recognition programs, shift differentials, and market-based compensation review and increases subject to approval and organizational performance.

Compensation Structure

NorthBay Health uses a structured compensation framework. Staff-level positions use a step-based system (Steps 1-5) based on years of directly related experience, with Step 5 representing 20 or more years of experience in the role. Manager level and above positions are paid a fixed annual base salary and are eligible for a variable incentive compensation plan. Physician compensation is structured based on specialty and role requirements.

Remote Work Disclosure

NorthBay Health is primarily an onsite organization due to the nature of healthcare. Some roles may allow hybrid or remote work based on business needs.

Remote work is not supported in Washington, Ohio, Wyoming, North Dakota, Puerto Rico, the U.S. Virgin Islands, or outside of the United States.

Notice to Recruitment Agencies

NorthBay Health utilizes a managed service provider (MSP) for agency partnerships and is not currently engaging external recruiting firms outside of established agreements. We do not accept unsolicited resumes or third-party candidate submissions. Please do not contact NorthBay Health employees, leaders, physicians, or hiring managers regarding recruitment or job postings.

• Locations 4500 Business Center Drive, Fairfield, CA, 94534, US