Associate Director of Grants Administration

Job Summary

The Associate Director of Grants Administration oversees the agency’s grant funding before, during, and after the award process. This role assists with development and oversight of grant budgets, grantor’s fiscal reporting, and documentation requirements. Collaborates with the Institutional Giving - Grants department team to establish work plan deadlines for proposals. Reviews proposals for completeness and post-award reporting requirements. Coordinates DAP Health’s grantor audit requirements and regulations. Establishes and maintains a liaison relationship between DAP Health’s Grants, Finance and Operations departments. Conducts prospecting funding opportunity assessments. Supervises the Grants Services Coordinator, Grant Writer, and/or Senior Grant Writer. Complies with, and seeks to advance, DAP Health’s mission, vision, community values, and policies and procedures.

Supervisory Responsibilities:

• Supervise the Grants Services Assistant, Grant Writer, and/or Senior Grant Writer position(s) 
• Reviews weekly timesheets for accuracy, reviews employee submission and updates as needed; approves timesheets by required timeline
• Conducts one-on-one meetings (monthly at a minimum frequency, preferably bi-weekly), scheduled conversations, and annual performance reviews with direct reports by required timeline
• Attend mandatory Manager’s Learning Collaborative trainings
• Partners with People Operations to:
  • Develop a learning plan for employee development goals to provide tools needed to excel in their position
  • Implement and follow a process to address performance issues as they arise
  • Prepare a comprehensive onboarding process for each specific position for all new hires
  • Address serious issues that may require interventions or investigations
• Develop and monitor departmental and program/project operating budgets, costs and schedules
• Supervise, lead, coach, and use best management practices to improve staff performance
• Support and model the identified vision, values, and behaviors of the organization

Duties/Responsibilities

• In keeping with the organization’s mission and strategic plan, stay abreast of federal, state, local, and foundation developments that impact future funding 
• Develop an understanding of the organization’s strategic goals and programs 
• Develop an in-depth understanding of DAP Health’s programs, service delivery models, target population (needs, barriers, profile, etc.), and strategic goals related to assigned projects 
• Generate, build, and lead a robust portfolio of federal, state, foundation, and local prospects, with a focus on operating support, programmatic efforts, and strategic initiatives  
• Create and implement optimal strategies for solicitation of prospects and cultivation of current funders to meet revenue goals; serve as a contact for funders 
• Facilitate proactive response to funders’ inquiries and collaborate with colleagues to prepare and monitor for site visits 
• Collaborate in the evolution of and adherence to a comprehensive, strategic, and achievable submission calendar and grants database 
• Build productive working relationships with inter-departmental colleagues to promote exchange of information and compliance with terms and conditions of both active funding arrangements and key prospective funding opportunities 
• Ensure compliant receipt, acknowledgment, and recording of award agreements in collaboration with internal departments 
• Prepare various reports as requested 
• Initiate, prepare for, lead, and/or participate in intra- and inter-departmental meetings affecting grants management 
• Support Director to manage expenses in alignment with departmental and grant budgets 
• Ensure needed information and preparation for a competitive submission including but not limited to budget inputs, data to support needs statements or project descriptions, outputs and outcomes, work plans, and supporting documentation
• Prepare acknowledgement letters and coordinate other required correspondence to internal and external stakeholders 
• Review and understand all conditions of award and ability to effectively communicate those to others 
• Conduct thorough proofreading of submissions by colleagues for typos, formatting inconsistencies, grammatical and spelling errors, etc.
• Develop and review budgets, mathematical computations, and other numeric data for accuracy provided in grant requests and reports
• Conduct prospecting and preliminary screening of funding opportunities and funders to collect basic information that support evaluation of the opportunity in terms of mission match and eligibility
• Coordinate with DAP Health department programs for oversight of grant and contract requirements, including budget monitoring and spend-down, reports, and audits
• Work with DAP Health Finance department to track accurate account/project code and department assignment for grant awards
• Support work by Director and Associate Director of Institutional Giving to disseminate information about awards and facilitate effective post-award management to include execution of grant agreements and tracking of key deadlines
• Coordinate the preparation for periodic audits and/or site visits from funding agencies including collecting and compiling documents required for review
• Perform other job-related duties as assigned

Required Skills/Abilities

• Functional understanding of budgeting and evaluation and expertise aligning agency activities, resources and information with funder requirements and requests in an ethical, sustainable, informative, and persuasive manner 
• Excellent oral, written, research, and analytical skills 
• Problem solving skills and a demonstrated attention to detail 
• Demonstrated ability to provide oversight and manage multi-task projects 
• Relevant understanding and sensitivity to issues of public health and chronic conditions disproportionately affecting low-income and/or similarly disenfranchised communities 
• Strong desire to associate with DAP Health and champion its mission

Education and Experience

• Bachelor’s Degree and/or four years of college with emphasis in English, Government/ Political Science, Journalism, Public Health, Social Sciences, or similar field 
• Minimum four years of demonstrated success and increasing responsibility raising funds for a nonprofit organization through grants and/or funding contracts; accounting/fiscal, program administration, project management
• Minimum four years leading others in a supervisory/management role for the purposes of raising funds, portfolio oversight, or similar outcomes 
• Experience with Ryan White Program, Federally Qualified Health Centers, and/or other substantial public, independent, private, and corporate funding 
• Recent activity in successful grant writing with history of evolving skill and familiarity with pre-award and post-award activities 
• Successful track record personally writing, securing, and participating in the post-award management of grants from both private and corporate foundations and public agencies including the Federal Government (e.g. HRSA, SAMHSA, NIH, CDC, etc.) 
• Previous experience with funding stream submissions, including FQHC submissions and/or other substantial public funding strongly preferred