Grants Administrator

1 week ago

Washington, United States Special Olympics Full time
Position Title:Grants Administrator - Health Programs

Location:SOI Headquarters

Department:Finance

Reports to:Director, Finance and Operations

Position Summary:

The Grants Administrator - Health Programs will provide administrative support to Director Finance and Operations under direct supervision of Senior Manager Grants and Awards. This position will assist with the internal grants/ sub-grants/ subawards review and post-award management process, from pre-award preparation through implementation and close-out.The candidate will be responsible for tracking and managing approved subawards in the grants management system, reviewing and preparing payment request for subawards, preparing monthly status reports of sub-awards approved, disbursements made, sub awardee expense reports, reviewing finance expense reports, generating payment invoices and other duties as assigned.

Primary Responsibilities:

  • Manage the subaward/ subgrant application review and approval process, issue of sub award approval letters and agreements and coordinating their sign off,
  • Monitor and review post-award performance and compliances of subgrantees under Health Programs during entire subgrant lifecycle until final closeout,
  • Assist Regional Offices, Program Offices and Subgrantees in planning and preparation of subaward applications/ proposal budgets and expense reports,
  • Provide guidance and assistance to subawardees/ subgrantees in interpretation of funding regulations and compliance requirements.
  • Manage SOI's existing subawardee specialized database systems and online Grants Management System (Smart Simple) for recording, updating, and tracking all financial and statistical data relating to subgrantees, generate and distribute standard and special reports and analysis, as required,
  • Monitor and manage all post-award operations relating to subawards and subgrants and ensure that budgeting, budget modifications, time extensions and administrative policies, procedures of SOI and funding agencies are complied with, manage administrative issues and/or budget modifications occurring during subgrant/ subaward period,
  • Assist Health Programs staff at HQ and Subgrantee Programs staff with subgrant/ subaward reporting and solving issues.
  • Assist Health Programs staff with subgrant/ subaward reporting and solving issues.
  • Generate Subgrants reporting status reports, coordinate and follow up with subgrantees/ subawardees for timely reporting and refund of unspent surplus,
  • Provide copies of subaward approval and signed agreements to Programs, Regional Offices and Accounts Payable timely to keep them abreast of all developments and progress of all sub awards,
  • Review expense reports and payment requests from sub grantees and process for release of payments,
  • Train SOI and Subgrantee staff to operate SOI's subgrant management and monitoring process and the online Grants management system (Smart Simple),
  • Provide assistance in preparing program budgets, departmental budgets and budget vs. actual variance analysis and indicator analysis,
  • Work with SOI Functional Managers, Regional Managers to coordinate inquiries, clarifications and communications with SOI Programs Offices,
  • Develop proactive calendar to prompt sub grantees for upcoming compliance requirements
  • Assist in reviewing and ensuring that all Staff Time and Effort reports/ Time Sheets are accurate and timely maintained,
  • Perform other duties and functions as assigned,
Required Qualifications:
  • Bachelor Degree or equivalent in Business, Accounting or Economics with work experience directly related to duties and responsibilities specified.
  • 3-4 years' total experience with minimum 2 years on Federal Government grants and subgrants full lifecycle administration experience.
  • Specific knowledge of Federal Uniform Guidelines 2 CFR 200, OMB Circulars and US Federal Guidelines relating to Grants and Subgrants management.
  • Experience in handling grants management software packages, preferably with Smart Simple online Grants management systems.
  • Experience in recording, updating and maintenance of grant/ subgrants files (both electronic and hardcopy).
  • Demonstrated capacity to reconcile monthly financial reports and identify inconsistencies.
  • Strong organizational skills, time management and prioritization skills.
  • Ability to work professionally with multiple internal customers.
  • Proficiency with Microsoft office applications (Excel, Word, Outlook, PowerPoint).
  • Strong oral and written communication skills.
  • Demonstrated ability to make administrative/procedural decisions and judgments.
  • Customer service mentality.
Desired Qualifications:
  • Experience in developing and producing grants/ subgrants and other proposals, budgets.
  • Experience working in a multi-cultural setting desired.


Special Olympics provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

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