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Grant & Contract Administrator

3 months ago

Chicago, United States AllianceChicago Full time

Job Title: Grant & Contract Administrator

Reports To: Director of Development & Grants Accounting Manager

Location: Chicago

Level/Salary Range: Exempt

HR Contact: Claudria Hurt

**Position Overview**:
The AllianceChicago is a non-profit organization dedicated to supporting community health services nationwide by better serving at-risk and disadvantaged patient populations with improved health care, better information, care coordination, collaboration, and improved efficiency through HIT adoption, shared infrastructure costs, and expertise. AllianceChicago is managed internally by a Chief Executive Officer and a Leadership Team of other professionals.

The Grant and Contract Administrator will work closely with the organization’s Development, Finance, Program Services and Research teams to coordinate the pre-award development, as well as submission of proposal materials, for funding opportunities. He/She will maintain Other Support documents and Curriculum Vitaes (“CVs”) for Key Personnel, maintain FTE tracking schedules, support month end closing activities, and assist with compliance reporting. This position requires an individual with strong organizational and collaboration skills.

**Essential Duties**:
**Pre-Award Grant duties**:

- Coordinates pre-award materials in response to RFPs, FOAs, and Foundation Guidelines.
- Drafts or coordinates collection of proposal documents for review before submission to external funders or agencies. These can include, but are not limited to, budgets, budget justifications, letters of support, letters of intent, statements of work for subcontracts, JIT documentation requests, etc.
- Assists in development and submission of post-award materials including revisions, supporting documentation, progress reports and final reports.
- Maintains collaborative relationship with external stakeholders.
- Maintains boiler plate proposal narrative and budget justification content to be used for general grant writing.
- Utilizes Salesforce CRM to update grant status and key project information according to documentation standards.

**Finance duties**:

- Maintains FTE tracker with up-to-date allocations for every grant proposal submitted and awarded, and all budget revisions and periodic staffing changings.
- Assists with month-end close process preparing and entering general ledger journal entries including payroll allocations.
- Follows up with funding sources, as necessary, regarding the status of payment.
- Assist Grants Accounting Manager with the preparation of routine and ad hoc financial reports as determined by Finance.

**Research Administrator duties**:

- Maintains master Other Support document and individual Other Support documents for Key Personnel.
- Maintains up-to-date CVs, bio sketches, and other Principal Investigator and grant related forms.
- Assists with maintaining grant data base file in Excel.
- Maintains and monitors risk assessments of Subrecipients, related compliance documentation and FFATA reporting.

**Other Requirements**:

- Must be extremely detailed oriented, have excellent communication and analytical skills, and be able to perform well under pressure in a fast-paced work environment.
- Exceptional written, verbal, and interpersonal skills.
- Demonstrates exceptional skill in organization and efficiency.
- Ability to work independently and as part of a team.
- Demonstrated understanding of funding regulations and compliance requirements including, but not limited to, 2 CFR 200 and 45 CFR 75
- Experience with Grants.gov, eRA Commons, GrantSolutions, iSupplier, and EGraMS preferred.
- Communicates effectively and in a timely manner with funding agencies and external collaborators.
- Ability to multi-task and work on a variety of projects and/or proposals simultaneously.
- Ability to prioritize workload to ensure on-time project completion.
- Works with keen attention to detail.
- Extremely proficient with Microsoft Office Professional products, specifically Excel, Word, Outlook and Teams. Experience with Salesforce and NetSuite a plus.

**Education/Training/Expertise**:

- Bachelor’s Degree in a related field is preferred (or equivalent competency/ knowledge).
- A minimum experience of 2-3 years grant writing in a non-profit setting is required.

**Preferred Qualifications**:

- MPA, MPH, or Certified Research Administrator (CRA)

**Working Conditions**:

- Subject to AllianceChicago work location policy, may be remote with some in-person requirements.
- General office setting, extensive telephone and desk work at computer terminal.
- May be required to lift, carry, bend, reach and stand with small parcels up to 25 lbs.
- Will work in a close multidisciplinary team environment.
- Will interface with clients and funders in various settings.

**ORGANIZATIONAL OVERVIEW**:
Founded by four partner Community Health Centers in 1997, AllianceChicago’s three core areas of focus are Health Care Collaboration, Health Information Technology, and Hea