[JOB] Senior Grants & Contracts Specialist @ Alameda Health System Foundation

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Alameda Health System Foundation

Jun 9, 2021, 3:44:34 PMJun 9
to YNPN San Francisco Bay Area
Alameda Health System Foundation (AHSF) is a nimble team of mission-driven storytellers, fundraisers, and professionals dedicated to advancing health equity in our community. As a 501(c)(3) nonprofit, we achieve this by cultivating support and funding for Alameda Health System (AHS), the safety-net health system providing patient- and family-centered care in Alameda County. Our mission of Investing in Caring, Healing, Teaching, Serving All reflects our commitment to amplify the work of AHS and raise funds for strategic priorities across its hospitals and rehabilitation and wellness centers.

About the Role:

AHSF is hiring for a new Senior Grants & Contracts Specialist role, responsible for effectively and efficiently managing grants and other restricted funds, as well as related contracts. Reporting to both the Vice President of Partnerships & Engagement and the Director of Finance & Operations, this highly collaborative position partners closely with AHSF’s Partnership & Engagement team and AHS project teams to support cultivation, solicitation, and stewardship of funds. The Senior Grants & Contracts Specialist prepares budgets for grant proposals, tracks key deadlines and deliverables, coordinates grant reports, and ensures compliance with grant agreements. The position also works closely with the Director of Finance & Operations to coordinate fund disbursement and track spending. Join our team to support a growing portfolio of individual and institutional donors and help us scale our internal systems as we pursue ambitious fundraising goals.    

Key Responsibilities:

In collaboration with the Partnerships & Engagement team: 
  • Build and maintain relationships with AHS project teams to develop and manage grant budgets 
  • Maintain and improve processes for tracking key grant deadlines and deliverables
  • Support development of business case for grant-funded projects
  • Coordinate with AHS project teams to develop budgets for grant proposals 
  • Facilitate signing of grant agreements by AHS and/or AHSF leadership
  • Work with AHS project teams to coordinate and track fund disbursements in a timely manner, ensuring compliance with approved grant budgets and agreements
  • Monitor budget-to-actual reports to ensure timely identification of any needs for budget reallocation and no-cost extension requests and communicate with funders accordingly
  • Coordinate with vendors and suppliers paid through grant funds
  • Coordinate with legal counsel to prepare MOUs for subcontractors, etc. 
  • Coordinate with AHS project teams to collect data and information for grant reporting
  • Perform other duties as assigned
In collaboration with the Finance & Operations team:
  • Set up grants and other restricted funds, as well as related contracts, in accounting software to ensure costs and revenue are tracked accurately and recognized in appropriate counting period
  • Assist with reconciling grant and other restricted fund balances, resolve discrepancies, perform grant close-out processes, and ensure audit trails
  • Review fund disbursement forms and provide accounting codes as needed to monitor expenditures and initiate disbursements to AHS project teams, vendors, and/or contractors
  • Prepare monthly financial reports on grants and other restricted funds for internal tracking, as well as quarterly reports for AHS project teams, to monitor and spend down funds
  • Post and code vendor accounts payable information and invoices into QuickBooks
  • Initiate and complete payment transactions, including check printing and mailing with accompanying documentation, scanning, and photocopying of payment documentation
  • Prepare and issue 1099s and maintain file of W-9s
  • Provide support for annual audit
  • Perform other duties as assigned
Required Qualifications:
  • Bachelor’s degree or equivalent experience in a relevant field
  • 2+ years of experience in grant management or similar area (e.g., project or program management) for a nonprofit and/or healthcare organization
  • Track record of success managing large, complex grants or projects
  • Demonstrated experience preparing and managing budgets
  • Excellent verbal and written communication skills 
  • Strong interpersonal skills and ability to manage relationships in complex organizations
  • Proficiency in Microsoft Word, Excel, and Outlook
  • Strong project management skills and ability to collaborate with multiple stakeholders
  • Detail orientation with strong organizational and time management skills 
  • Demonstrated belief in AHSF’s mission and commitment to health equity
Preferred Qualifications:
  • Healthcare experience, especially in public health
  • Experience with Raiser’s Edge or similar CRM database 
  • Familiarity with QuickBooks or similar accounting software
  • Experience with accounts payable software
  • Familiarity with accounting standards and best practices
  • Knowledge of process improvement methodologies

The Senior Grants & Contracts Specialist position is a full-time, exempt role with a starting salary range of $80,000 - $95,000. Alameda Health System Foundation also provides a comprehensive benefits package that includes medical, dental, and vision insurance; generous paid time off; and a 403(b) retirement plan with a 5% match. 

Equal Opportunity Employer:

As an equity-centered organization, Alameda Health System Foundation seeks individuals with diverse skills and experiences to reflect and serve our community. We strongly encourage women, people of color, LGBTQ+ folks, people with disabilities, foreign-born residents, bilingual individuals, and veterans to apply. Alameda Health System Foundation is an equal opportunity employer. Applicants will not be discriminated against because of race, color, creed, sex, sexual orientation, gender identity or expression, age, religion, national origin, citizenship status, disability, ancestry, marital status, veteran status, medical condition, or any protected category prohibited by local, state, or federal laws.

How to Apply

Please submit your resume and cover letter to ahsf....@alamedahealthsystem.org
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