Contracts and Grants Administrator

Contracts & Grants Administrator

Department : Fiscal

FLSA Status : Exempt

Reports To : CFO

Hours of Work : 40 , varies

Working Title : Program Administrator

Classification : Full-time / part-time / TEMP

Pay Grade : G -10 ($ 66, 071 - $82,589 / year )

FTE : 1.0 or less

Location : 1453 W. Temple St; other locations

Approved / Revise d Date : 8 / 18 / 24

Job Summary

Incumbent provides administrative support and compliance functions for grants and contracts of UAII in order to plan, coordinate , and implement departmental goals and objectives.

W ork s with all departments and grant programming to support grant writing, budgeting, reporting , and Key Performance Indicators (KPI) under the guidance of the Chief Financial Officer (CFO) and program directors.

Job Duties & Responsibilities

• Under the guidance of the supervisor, works with program directors and managers ("programs") to ensure grant and contract compliance.
• Supports programs with grant and report writing, budget development and modifications, and salary change processes .
• Provides administrative support to program directors and managers with developing grant-related work plans, and monitoring KPIs .
• Coordinate with departmental directors and supervisors in meeting program goals and objectives, evaluate project progress and assist in overcoming barriers with assigned grants and contracts.
• Serves as a liaison between departmental supervisors in grants / contracts management and the fiscal department. Conducts meetings to facilitate planning, preparation and required reporting.
• Assists in monitoring deliverables and expenses for grants. Reviews monthly financial reports and spending with Program Areas.
• Under the guidance of the Billing Manager and in collaboration with program directors and managers, responsible for ensuring contract invoices are quality checked and submitted on a regular, recurring basis.
• Works with Fiscal staff to ensure payment for invoiced services are received .
• In collaboration with clinical directors and under the guidance of executive leadership, participates in the development of new programs that support the patient community .
• Supports Program staff and manages the grant application and renewal processes (i.e., grant writing, grant submission, budget support) .
• Responsible for uploading documents into grant management systems (internal and external systems) .
• Identifies areas for concern and informs Program Director / Manager and CFO.
• General Duties and Responsibilities .
• Member Care : Demonstrate understanding and apply working knowledge of safety policies and ensuring safe member practices.
• Quality Improvement : Actively participate in internal quality improvement teams and work with members proactively to drive quality improvement initiatives in accordance with the mission and strategic goals of the organization, federal and state laws and regulations, and accreditation standards, when assigned.
• Must maintain compliance with ergonomic safety standards; be mindful of posture and regularly practice ergonomic stretches.
• HIPAA : Keep all protected health information (PHI) confidential and abide by HIPAA guidelines for the release and disclosure of any PHI.

Will report unauthorized use of disclosure of PHI immediately, to Site Director and HIPAA security officer.

• HIPAA : Ensure the protection of all PHI and compliance of HIPAA guidelines amongst staff under your supervision. Take appropriate steps to address HIPAA concerns with staff as necessary.
• Work extremely well under pressure, meet multiple and often competing deadlines.
• At all times demonstrate cooperative behavior with supervisors, subordinates, colleagues, clients and the community.
• Handle sensitive information with the highest degree of integrity and confidentiality.
• Perform other related duties as assigned .

Minimum Qualifications (Education & Experience)

• Bachelor 's degree in finance, business administration , or related field
• Two ( 2 ) years of experience working in grant and contract administration.
• A combination of experience, education, and training may substitute for degree requirements on a year for year basis .

Preferred Qualifications (Education & Experience)

• Bachelor's degree in finance
• Four (4) years of experience in grant management, grant writing, and contract administration.
• Experience working with the American Indian / Alaskan Native community .
• Experience working with nonprofit organizations, community groups, and performance-based government contracts.

Necessary Knowledge, Skills, Abilities , and Competencies

• Knowledge of grant accounting, grants management and grant writing activities.
• Knowledge of contracts administration as related to grant funding and agency protocols.
• Knowledge of Indian Self-Determination and Education Assistance Act (PL93-638).
• Knowledge of Title V of the Indian Health Care Improvement Act (PL 94-437).
• Knowledge of the Affordable Care Act (PL 111-148).
• Strong understanding and sensitivity to American Indian / Alaska Native (AI / AN) culture s and lifestyle s , and work effectively with A I / AN population.
• Effective oral and written communications skills with sensitivity to lifestyles of targeted participants , while maintaining a high level of professionalism .
• Skills in operating personal computer using a variety of computer software (Microsoft Office, Adobe, Microsoft Teams, Zoom).
• Ability to maintain strict confidentiality of client and personnel information, exercise discretion, and comply with all applicable federal and state privacy laws, as well as UAII policy (HIPAA, HITECH, etc.).
• Ability to establish and maintain cooperative working relationships with management, coworkers, and outside contacts.
• Ability to keep up with a fast-paced environment .
• Ability to anticipate issues and find solutions quickly and effectively.
• Ability to learn and apply program / agency operating policies and procedures.
• Ability to manage multiple priorities and tasks concurrently and meet deadlines.
• Ability to interact with various people on various, and at times, complex issues.
• Ability to work independently as well as with teams.

Working Conditions

The work environment characteristics described here represent those employee encounters while performing the primary functions of this job.

Normal office conditions exist, and the noise level in the work environment can vary from low to moderate.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms and talk or hear.

The employee is frequently required to stand and / or sit. The employee is occasionally required to walk , sit and climb or balance.

The employee must frequently lift and / or move up to 10 pounds and occasionally lift and / or move up to 25 pounds. Specific vision abilities required by this job include close vision, peripheral vision and depth perception.

Conditions of Hire

• Eligibility to work in the US .
• Fingerprint clearance .
• Pass a post-offer drug test .
• Negative TB test result (annual requirement) .
• Pro of of vaccination against the flu (annual requirement) .
• Pro of of full vaccination against COVID, including a Booster .
• Valid CA driver's license, if driving for the company and / or a requirement of the position .
• Maintain auto insurance coverage, if driving for the company .

United American Indian Involvement, Inc. (UAII) provides equal employment opportunities (EEO) to all employees and applicants for employment.

UAII is a drug-free workplace and complies with ADA regulations. 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 .