Grants Business Specialist

Overview:

CommonSpirit Health was formed by the alignment of Catholic Health Initiatives (CHI) and Dignity Health. With more than 700 care sites across the U.S. from clinics and hospitals to home-based care and virtual care services CommonSpirit is accessible to nearly one out of every four U.S. residents. Our world needs compassion like never before. Our communities need caring and our families need protection. With our combined resources CommonSpirit is committed to building healthy communities advocating for those who are poor and vulnerable and innovating how and where healing can happen both inside our hospitals and out in the community.

JOB SUMMARY

The Grant Business Specialist (GBS) manages multiple grants and contracts throughout the post-award life cycle, from award to close out. CommonSpirit Health-affiliated entities (including fundraising entities, hospitals, clinics, and institutions of higher learning) receive awards from government and private funders that include program and research grants/contracts. The GBS provides administrative, financial, and compliance oversight for grants and contracts across the health system. The GBS position is responsible for ensuring grant expenditures are allowable, allocable, and responsible according to the terms of the grant contract, government regulations, and organizational policies. The GBS maintains complete and accurate program and financial records, ensuring that grant expenditures are properly supported and approved. The GBS is also responsible for ensuring that program and financial reports are submitted to the grantor in accordance with the award agreements.

ESSENTIAL KEY JOB RESPONSIBILITIES

• Review all proposed grants budgets prior to submission to ensure consistency with proposal requirements; accuracy in the calculation of salaries, direct and indirect expenses; compliance with established regulations; and makes recommendations to program staff and grant developers for revisions when appropriate.

• Prepare grant files, fund set-ups, and budget summaries for all new grants or contracts awarded .

• Provide technical guidance to system, division, and local staff in relation to the administration of grants and contracts, including, but not limited to, aiding with interpreting grant agreements/contracts, and reviewing federal regulations.

• Develop workflow processes for reporting and reimbursement.

• Resolve grant related issues. These include budget revisions, personnel and scope changes, determination of grant/contract personnel roles and responsibilities, and grant administration training/retraining for all appropriate grant staff.

• Provide training to both internal staff and external partners on grant elements within organization software systems.

• Ensure proper grant coding and program goal tracking is completed accurately.

• Conduct sub-awardee risk analysis.

• Draft and negotiate outgoing sub-award agreements and amendments.

• Review and determine allowability for sub-award changes.

• Coordinate the timely inactivation and closure of grants/contracts both internally and externally.

2. Reporting and Invoicing (25%)
   

• Ensure all grant/contract reporting and invoicing deadlines are met by maintaining a comprehensive deadlines reminder system.

• Notify proper staff of pending report and activity deadlines and confirm that all reports are filed correctly and on time.

• Evaluate and monitor award budget progress.

• Review all grant expenditures for accuracy, appropriate supporting documentation, and compliance with grant/contract requirements and all appropriate laws and regulations prior to reimbursement requests.

• Use various software systems to obtain expenses documentation.

• Review time and effort expenses for accuracy and alignment with regulations and policies.

• Prepare and submit timely and accurate invoices, financial reports, and subaward reports for each award as required by the agreement or contract.

• Prepare regular reports such as budget vs. expenditures, forecasting, and decision aids for grant program directors and senior leadership.

• Collaborate with the grants support team to develop plans for grant/contract expenditure activities in order to maximize efficient use of funding.

• Responsible for reconciliation of grant/contract monthly expenditures.

• Work with Accounting, Philanthropy Operations, and other departments across the system to ensure grant awards and payments are properly recorded in financial and CRM software systems.

3. Monitoring (25%)

• Proactively identify compliance risks throughout the portfolio and advise program directors, support teams, and senior leadership on necessary actions.

• Ensure grants and contracts are well administered.

• Provide Program Director/Principal Investigator and support teams with general, administrative, compliance, and organizational procedures to support grant stewardship.

• Coordinate and facilitate kick-off and regular and timely status meetings throughout the life of the grant.

• Actively monitor sub-recipients and serve as liaison between the sub-awardee, program team, and grantor.

• Develop and maintain a positive relationship with grantors and external sub-award partners to facilitate the successful completion of grant projects; strengthening grantor relationships.

• Maintain complete electronic auditable files for each award, ensuring that all appropriate documentation is current and readily available in a timely manner upon request.

• Participate in CommonSpirit Health audits, including but not limited to Uniform Guidance audits and grantor site visits, acting as a main financial point of contact or as a resource when necessary.

• Conduct sub-awardee grant audit activities including desk review, site visit audits, Financial Statement and single grant audit impact analysis. Prepare and submit grantee desk review/audit result documentation.

5. Other duties as assigned (5%)

• Available to work on other duties as assigned that may arise from time to time.

• Supports the Philanthropy departments System Director, Grants and Contracts Administration on projects for the department.

#LI-CSH
The job summary and responsibilities listed above are designed to indicate the general nature of the work performed within this job. They are not designed to contain or be interpreted as a comprehensive inventory of all job responsibilities required of employees assigned to this job. Employees may be required to perform other duties as assigned.

Required Experience and Education

• Bachelors degree in Business-related, Accounting, Finance or related field, or three to five years of grant related administrative and financial management experience (preferably working within a complex Hospital system, with multiple facilities or entities to support).
• A minimum of three years successful professional experience in grant/contract accounting or management with federal, state, and private funding.
• Prefer experience in complex hospital system

Certifications

• Certified Grant Management Specialists (preferred)

Minimum Required Knowledge, Skills, Abilities and Training

• Strong skills managing people, processes, and timelines.
• Proven ability to track and manage multiple projects and processes simultaneously in a deadline-driven environment.
• Basic understanding of accounting and Uniform Grant Guidelines 2 CFR part 200.
• Competency in project management.
• High level of initiative, attention to detail, and exceptional organizational skills.
• Ability to work under time-sensitive deadlines with minimal supervision.