Grants Administration Specialist

1 week ago

Englewood, Colorado, United States CommonSpirit Health Full time

Position Overview:

CommonSpirit Health, a prominent entity formed through the merger of Catholic Health Initiatives (CHI) and Dignity Health, operates over 700 care facilities nationwide. Our mission is to foster compassion and provide essential support to our communities, particularly to those who are underserved. We are dedicated to enhancing health outcomes through innovative care delivery both within our facilities and in the broader community.

Role Summary:
The Grants Administration Specialist (GAS) oversees various grants and contracts throughout their lifecycle, from initiation to conclusion. This role is pivotal in ensuring that CommonSpirit Health's affiliated organizations, including hospitals and educational institutions, effectively manage awards from governmental and private entities, encompassing both programmatic and research grants. The GAS is responsible for providing administrative, financial, and compliance oversight, ensuring that all expenditures align with grant stipulations, regulatory frameworks, and internal policies.

Key Responsibilities:

1. Grant and Contract Oversight (30%)
  • Evaluate proposed grant budgets prior to submission to ensure alignment with proposal requirements and accuracy in financial calculations.
  • Establish grant files, fund allocations, and budget summaries for newly awarded grants or contracts.
  • Offer technical assistance to staff regarding grant administration, including interpretation of agreements and federal regulations.
  • Design workflow processes for efficient reporting and reimbursement.
  • Address grant-related challenges, including budget modifications and personnel changes.
  • Conduct training sessions for internal and external stakeholders on grant management systems.
  • Ensure accurate grant coding and tracking of program objectives.
  • Perform risk assessments for sub-awardees.
  • Draft and negotiate sub-award agreements and amendments.
  • Oversee the timely closure of grants and contracts.
2. Reporting and Financial Management (25%)
  • Maintain a comprehensive system to track reporting and invoicing deadlines.
  • Communicate with relevant staff regarding impending deadlines and ensure timely submission of reports.
  • Monitor budget performance and review expenditures for compliance and accuracy.
  • Utilize various software tools to gather expense documentation.
  • Prepare and submit accurate invoices and financial reports as required.
  • Collaborate with the grants support team to optimize funding utilization.
  • Reconcile monthly expenditures related to grants and contracts.
3. Compliance Monitoring (25%)
  • Identify compliance risks and advise relevant stakeholders on necessary actions.
  • Ensure effective administration of grants and contracts.
  • Support program directors with compliance and administrative procedures.
  • Facilitate regular meetings to discuss grant progress.
  • Monitor sub-recipients and maintain communication with grantors.
  • Foster positive relationships with grantors and partners to ensure project success.
4. Audit Preparation (15%)
  • Maintain organized and accessible electronic files for each grant.
  • Participate in audits and act as a key financial contact.
  • Conduct audits of sub-awardees and prepare necessary documentation.
5. Additional Responsibilities (5%)
  • Assist with other duties as assigned that may arise in the course of work.
  • Support the System Director of Grants and Contracts Administration on departmental projects.

Qualifications:
Education and Experience:

  • Bachelor's degree in Business, Accounting, Finance, or a related field, or three to five years of relevant experience in grant administration and financial management.
  • A minimum of three years of professional experience in grant or contract management with federal, state, and private funding.
  • Experience in a complex healthcare system is preferred.

Certifications:

  • Certified Grant Management Specialist (preferred).

Skills and Abilities:

  • Strong project management and organizational skills.
  • Ability to manage multiple projects in a fast-paced environment.
  • Basic knowledge of accounting principles and grant regulations.
  • High attention to detail and initiative.
  • Capacity to work independently under tight deadlines.

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