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Grants and Contracts Coordinator
2 months ago
Job Location
500 Columbia Rd - Dorchester, MA
Position Type
Full Time 30+ hours
Education Level
4 Year Degree
Travel Percentage
None
Job Shift
Day
Job Category
Finance
Description
Position Title: Grants and Contracts Coordinator
Department: Finance
Supervisor: Chief Financial Officer
Hours per week: 40
Primary Function: The Grants and Contracts Coordinator works under the supervision of the Chief Financial Officer and oversees administrative and financial functions of grants and contracts, ensuring compliance with funder requirements and effectively collaborates with internal teams and external partners.
Duties & Responsibilities:
Facilitate Grant Applications
• Serve as the primary liaison among program staff, the Development & Communications team, and granting agencies.
• Review and evaluate funding opportunities, application requirements aligning with organizational goals.
• Coordinate grant application approvals and the application process with Development and the program team to meet internal and external deadlines.
• Collaborate with the program team to develop project-specific budgets.
Manage Grant and Contract Portfolios
• Maintain knowledge of government contracts, foundation grants and respective budgets to assist in compliance with finance and administrative guidelines, deadlines, and audits.
• Provide coordination and direction towards grant processes for pass-through programs, RFP, allocation processes, budget, grant management software and reimbursement practices in accordance with grants management best practices.
• Work with Program Managers to ensure compliance with contract terms, policies and procedures and provide any necessary technical assistance.
• Prepare written reports, both internal and external, regarding individual contracts; groups of similar contracts; contract policy and procedures; problem areas or changes in rules and regulations.
• Prepare and coordinate the timely submission of grant agreements, and other documents according to funder requirements.
• Respond to common inquiries and/or concerns from program managers and support staff, regulatory agencies, and leadership.
Oversee Financial Management of Grants and Contracts
• Partner with the Finance staff to set budgets and allocations ensuring compliance with grant contract, budgets and invoicing requirements.
• Work with the Grant Accountant to support program managers with gathering the correct backup documentation prior to submitting documents to the Finance staff for invoicing/billing to funders.
• Work with the Grant Accountant to prepare and maintain accounting records for programs; examine, analyze and interpret accounting records for the purpose of giving advice or preparing quarterly grants report.
• Work with the Finance team on the expenditure of funds, which includes expenditure eligibility determination of expenses that are billed to grants, payments and draw downs for program expenditures, and quarterly spending reports within all grants and contract management.
• Monitor and ensure the appropriate quarterly spend down for budget, ensure all project expenditures comply with applicable accounting procedures, contract/grant terms and conditions, and applicable regulatory rules and regulation.
• Oversee the preparation and submission of invoices and file all required financial reports to federal, state and local sponsors.
• Conduct monthly grant meetings with program managers to assist with project expenditure projections and to ensure financial compliance.
• Handle other duties as assigned.
Qualifications
Minimum Basic Knowledge:
• Bachelor's degree in Accounting, Finance, or related field, or equivalent relevant professional experience.
Experience & Qualifications:
• Minimum of 3 years of experience in finance and grant-based accounting.
• Experience working on grants, contracts, budgets, invoices, or other agreements for public grantors such as HRSA, DPH, and BPHC.
• Strong oral and written communication skills.
• Skill in understanding and synthesizing financial data for communications.
• Proficient with MS Excel, Word and related office software.
• Demonstrated ability to manage and prioritize multiple projects and tasks and meet deadlines, while maintaining organization and attention to detail.
• Excellent communication and relationship building skills, ability to negotiate and work with a variety of internal and external stakeholders.
• Excellent organizational and time management skills with ability to prioritize, multi-task, and meet deadlines.
Independent Action:
- Position requires significant ability to function independently with minimal supervisory direction.
- Individual in this role is required to work within and comply with the rules, policies, and processes as set forth by the various grant/funding regulations.
Supervisory Responsibility:
None
Define Access Level to PHI: Level 1: Not authorized access to PHI. UCHC job title and corresponding responsibilities do not require access to PHI (although incidental exposure may occur).
