Grant Business Specialist

2 weeks ago

Englewood, Colorado, United States CommonSpirit Full time
Job Summary

The Grant Business Specialist plays a critical role in managing multiple grants and contracts throughout the post-award life cycle, from award to close out. This 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.

Key ResponsibilitiesGrant/Contract Management and Compliance (30%)
  • Review proposed grants budgets prior to submission to ensure consistency with proposal requirements, accuracy in the calculation of salaries, direct and indirect expenses, and compliance with established regulations.
  • 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.
  • Develop workflow processes for reporting and reimbursement.
  • Resolve grant-related issues, including budget revisions, personnel and scope changes, and grant administration training/retraining.
  • Provide training to 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.
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.
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.
Audit (15%)
  • 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.
Other duties as assigned (5%)
  • Available to work on other duties as assigned that may arise from time to time.
  • Supports the Philanthropy department's System Director, Grants and Contracts Administration on projects for the department.

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