Contracts And Grants Administrator

• Maintain a historical tracking of awards as well as denials, analyzing and tracking reasons for denials to improve award rate in the future.
• Regularly report in writing to the Assistant Finance Director about all grant search and application activities.
• Communicate awards within two (2) business days of receipt to the appropriate program managers and to the Grants and Contracts Division of the Finance Department.
• Establish and maintain administrative procedures and controls for acquiring and implementing external award funding.
• Maintain complete files of grants and contracts, including application, original award documents, all reports submitted, etc., for no less than seven (7) years after the end of a grant/contract.
• Work with Departments to identify external funding opportunities to meet their specific funding needs, within the confines of the best interest of SRPMIC, and ensure that Departments are not competing with each other for same funding opportunities.
• Analyze new strategies for income and provide written recommendations.
• Establish and maintain a comprehensive tracking system including timely notification to Departments and programs of submission and renewal deadlines.
• Research grants and other funding opportunities that may be of interest to the Community.

• Generate compelling narratives for funding applications.
• Provide Departments opportunity to review application components or draft elements of applications themselves if they so choose, with this position being final reviewer/compiler of the application package.
• Develop project descriptions and evaluation plans.
• Track applications and follow up as appropriate.
• Develop budgets for funding applications using predictive modeling techniques.
• Submit completed applications.

• Ensure compliance with any grant/contract provisions with regard to program participant eligibility, or required service levels.
• Generate compelling narratives for inclusion with funding reports as necessary.
• Ensure that required financial reports are submitted in a timely and accurate manner.
• Ensure that programs are fully spending their grant/contract dollars and report any anomalies to both Controller and Community Manager on a monthly basis.
• Ensure that program’s stated objectives are being met and report any deficiencies to program/Department leadership.
• Work in conjunction with Grants and Contracts Division of Finance Department to ensure allowability of expenditures made using grant/contract funds.
• Ensure that payroll certification requirements are met.
• Ensure that all programs successfully complete their annual A-133 audits as well as any funding agency-specific audits with no findings.

• Maintain a list of contacts for the various funding agencies.
• Maintain familiarity with upcoming regulation changes and other changes that will affect the Community’s level of external funding, either positively or adversely, and communicate such changes to the Departments, the Assistant Finance Director, the Community Manager and Council, as necessary.
• Be familiar with agency reports and funding methodologies and be able to articulate them to Departments, the Controller, the Community Manager and Council, as necessary.
• Communicate frequently with Community program/Department points of contact to ensure consistency and completeness of information among all internal parties.
• Attend meetings with funding agency contacts as reasonable and necessary.
• Contact funding agencies when discrepancies arise in the Community’s funding, keeping program/Department contacts informed and involved.

• Facilitates meetings between departments to increase cross departmental communications on grant needs.
• Maintains inter-department communications to facilitate clear understandings of grant requirements and Community Policy and Procedures.
• Provides continual analysis of inter-department needs and originates new processes to fill the needs.
• Establishes check-list for each grants purchasing needs to help departments adhere to internal purchasing policies.
• Acts as liaison between departments in supporting grant objectives.

• Knowledge of federal and state grants/contracts and other pertinent laws, regulations policies and requirements.
• Knowledge of the processes and procedures for implementing and administering various federal and state grants and contracts.
• Knowledge of policies, procedures, methods, techniques and practices regarding budget development, presentation and maintenance for the Community.
• Knowledge of report preparation, memo and business letter writing.
• Knowledge of program development, operation, budgeting and program evaluation methods and techniques.
• Knowledge of external funding opportunity sources, application procedures, proposal requirements and reporting requirements.
• Knowledge of Community Government structure and services.
• Knowledge of external award administration practices and techniques.

• Skill in the operating computer equipment, including use of the internet, databases, and related software applications.
• Skill in working management and leadership.
• Skill in establishing and maintaining effective working relationships with staff in the Department and other Departments, agencies and organizations.

• Ability to communicate effectively; orally and in writing.
• Ability to coordinate the development and administration of grants/contracts and other types of external awards.
• Ability to work effectively in a complex office environment.
• Ability to comprehend and make inferences from legal and administrative written materials.
• Ability to work cooperatively and maintain liaison with Community Departments as well as outside agencies at the Community, state, federal level and non-profit levels.
• Ability to determine eligibility for a variety of external proposal opportunities.
• Ability to conduct research, analyze findings, prepare and present clear and precise recommendations and reports.
• Ability to keep abreast of federal and state grant/contract programs.
• Ability to analyze and compile information and prepare written and oral reports.

• Master’s degree
• Education & Experience: A Bachelor's degree in Business Management with emphasis on Nonprofit management or Technical Writing, or a closely related field and experience equivalent to ten (10) years of full-time work experience in grants/contracts administration, including program development, fundraising, grant writing, and compliance auditing/monitoring.
• Project Management experience
• Preferred:
  • Membership in National Grants Management Association (NGMA) or equivalent a plus.
  • Master’s degree
  • Project Management experience
• Membership in National Grants Management Association (NGMA) or equivalent a plus.

Equivalency: Any equivalent combination of education and/or experience that would allow the candidate to satisfactorily perform the duties of this position, will be considered.

Underfill Eligibility: An enrolled Community Member whom closely qualifies for the minimum qualifications for a position may be considered for employment under SRPMIC Policy 2-19, Underfill.