Remote Grants Operations Lead - Federal Programs

American Heart Association; Albuquerque (NM); 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

Tuition assistance

Paid time off

Job summary

The American Heart Association is seeking an Operations Manager, Government Grants, to coordinate government grant activities from planning through closeout. This full-time, grant-funded role supports PIs and teams across the grant lifecycle on a flexible, home-based arrangement.

Reporting to the National Government Funding Director, you will review expenses, manage budgets, ensure compliance, and prepare documentation with Finance, HR, and OFP partners.

Qualifications

• Bachelor's degree or equivalent work experience.
• At least three (3) years of relevant experience.
• Financial systems: Understanding of financial systems, journal entries, and expense management, including budget development.
• Federal Regulations: Understanding of OMB Uniform Guidance and NIH policies.
• Funding Mechanisms: Familiarity with federal grantors such as CDC, HRSA, and NIH
• Project Management: Experience in project management in compliance with federal and state regulations.

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 specific 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 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 know-how

OMB Uniform Guidance

NIH policies

Funding mechanisms

Project management

Three years experience

Education

Bachelor's degree or equivalent

Job description

The American Heart Association is seeking an Operations Manager, Government Grants, to coordinate government grant activities from planning through closeout. This full-time, grant-funded role supports PIs and teams across the grant lifecycle on a flexible, home-based arrangement.

Reporting to the National Government Funding Director, you will review expenses, manage budgets, ensure compliance, and prepare documentation with Finance, HR, and OFP partners.