Grant Administration and Compliance Manager

POSITION SUMMARY: 

Under the direction of the Chief Finance Officer the Manager ensures that the Office of Grants Administration and Compliance properly collects retains data and tracks all Capital Region Health grant funded programs to ensure senior leadership has on-demand access and insight to Capital Region Health grant programs timelines and grant program status. The Manager will work across multiple teams and perform multiple managerial functions for the Capital Region Health Grant Program.  This position serves as the responsible authority for overseeing all discretionary and formula grant processes and systems to ensure fiscal goals and objectives are satisfied annually in alignment with Capital Region Health multiyear strategic plan and all future initiatives.

1. Manages policies procedures and guidelines and implements schedules priorities and standards for achieving established goals of the Office of Grants Administration and Compliance. 
2. Manages and evaluates all grant activities through each stage of all Capital Region Health grant programs and fund cycles. 
3. Ensures all grant programs and funds are administered in a timely manner in compliance with state and federal laws rules and regulations and in accordance with published Capital Region Health processes and procedures.
4. Oversees all Capital Region Health grant programs fund support guidance procedures and practices for internal and external stakeholders throughout each stage of the grant administration monitoring and compliance cycle.  
5. Manages collaborative working relationships with internal and external stakeholders to ensure efficient and effective grant program and fund management 
6. Serves as a direct contact for grant submission/negotiation activities of grant programs and fund applications. 
7. Manage and implement internal and external monitoring procedures and practices for grant programs and funds to assess compliance document findings and when necessary facilitate corrective action plans with internal and external stakeholders. 
8. Serves as the main point of contact for SEFA audit. 
9. Is responsible for external monitoring visits reviews audits and cross-site evaluations. 
10. Updates registration in System of Award Management (SAM) to manage federal grant funded awards. 
11. Monitors and approve reports to ensure the outcomes are consistent and in alignment with the grant purpose. 
12. Leads organizational efforts in developing and implementing monthly training and professional development opportunities for Capital Region Health staff to ensure that all grant funded programs are aligned on grant program expectations and best-practices in grant development administration monitoring and grantee support. 
13. Develops and maintains a database of prospective grantors. 
14. Researches information for institutional grant proposals. 
15. Develops a master organizational strategic grant-writing plan with clear goals plans of action and timelines.  
16. Create and provide timely grant notifications to guide management decisions on possible grant opportunities  
17. Participates in grant pre-bid conferences. 
18. Assists with internal and external requests for information. 
19. Serves as corporate or organizational liaison with representatives of funding sources during the grant proposal period. 
20. Coordinates the development of the evaluation and monitoring plan for grant-funded programs working collaboratively with the COO CFO Decision Support and the Grant Oversight Committee. 
21. Participates in the program design/implementation phase and provides advice to program staff on the administrative and financial structure of the grant as well as city/state clearance and institutional risk requirements. 
22. Ensures that all administrative and financial aspects of the grants properly address any identified institutional risks and are in alignment with grant program policies and procedures to allow for appropriate stewardship of program resources. 
23. Advises Capital Region Health leadership on new or updated policies and procedures.  
24. Guides responsible leaders and program managers on budget preparation and monitoring. 
25. Monitors and manages the overall Capital Region Health Grant budget. 
26. Collaborates with grant program managers on project closures and review completed activities to confirm the receipt of all deliverables and accurately records all financial transactions. 
27. Maintains accurate payment milestone information on all grants to allow for adequate financial forecasting of expenditures. 
28. Works with department managers external partners and subject matter experts to establish and manage timelines to compile financials and data to submit to the appropriate grantors. 

Customer Service:   

1. Greets customers in courteous friendly respectful and professional manner at all times including maintaining eye contact when appropriate. 
2. Follows communication protocols to both internal and external customers including introducing him/herself with job title and experience asking open ended questions such as How may I be of help to you using the customers name as soon as it is learned. 
3. Responds promptly and appropriately to customer questions/concerns/complaints and attempts immediate resolution. 
4. Keeps customers information confidential including public places such as elevators or the cafeteria. 
5. Provides assistance and offers help immediately including finding someone else to meet the request if unable to do so him/herself. Introduce other staff to customers when a hand-off occurs and explain that the person will provide excellent service. 
6. Demonstrates commitment to excellent service recovery when a customers expectations have not been met.  

Commitment to Co-Workers: 

1. Offers assistance to colleagues and other departments when needed. 
2. Takes responsibility for solving problems regardless of origin; completes assignments and respects deadlines 
3. Resolves conflict directly with colleagues and seeks assistance from others if the issue cannot be resolved.  Refrains from criticism in public. 
4. Mindful and respectful of others time and schedules. Attends meetings on time and communicates any absences.  
5. Provides co-workers with a status report for continuity of workflow when planning to be out of the office off the unit or away from the department 

Communication Etiquette: 

1. Respectful courteous and professional in all forms of communication and follows facilitys service communication protocol in all interactions. 
2. Refrains from use of personal cell phone in patient care areas and keeps usage to a minimum at all other times while on duty. 
3. Does not text or use e-mail during meetings (except for exigent or emergency situations). 
4. Limits use of business cell phone during meetings (remain on vibrate and/or calls go to voicemail). 
5. Makes every effort to answer telephone calls within three rings introducing him/herself department and title (if appropriate).  Asks permission before placing the caller on hold or using the speakerphone.  If caller is transferred gives the caller the extension number of the person he or she is being transferred to.  Offers further assistance to the caller upon completing the conversation. 
6. Maintains an appropriate voicemail message and when away from the office has an out-of-office email message that is brief current and includes name and department and offers the caller options if possible. 
7. Returns email and voicemail messages promptly but no later than within one business day (24 hours). 

Self-Management:

1. Reports to work appropriately groomed and in compliance with the Hospitals dress code.  Wears identification badge at all times at chest level and facing outwards so identification is clearly visible. 
2. Complete all assignments within deadlines or negotiates alternative actions and time frames in order to achieve desired outcomes.   
3. Completes mandatory annual education and competency requirements. 
4. Follows Capital Region Health safety infection control and employee health standards.  
5. Demonstrates responsibility for personal growth development and professional knowledge and competency. 
6. Adhere to all Capital Region Health and department policies and procedures including Code of Conduct and professional behavior standards.  Does not exceed Hospital guidelines in reference to attendance punctuality and use of sick and unplanned absences.  Provides notification of absences lateness and vacation requests according to department guidelines.  Respects length of time for lunch and break times. 
7. Reviews signs and adhere to Capital Region Health and/or departmental confidentiality statement. 

Qualifications :

Licensure/Certification/Registration

Life Support Certification: 

• Basic Life Support Health Care Provider (BLS-HCP) 
• Pediatric Advanced Life Support (PALS)

Education/Knowledge 

Attained Level: Professional 

Preferred:   Advanced Professional 

Completed Course Work/Program:  Bachelors Degree in Business Management Healthcare Administration or related field.  

Masters preferred. 

Applicable Experience 

• Required: Three years of experience in grant-writing and administration. 
• Preferred: Five years. 

Technical/Clinical Skills 

Microsoft Office Suite Skill Level 

• Word:  Basic Excel: Basic 
• PowerPoint:  Basic 

- Working knowledge of ICD-10 (Medical Coding) 

- Basic knowledge and working experience with Medical Terminology 

Standard Office Equipment:  

Computer printer/copier/fax/scanner phones laminator 

Other:    

• Proficiency in working on multiple projects with minimal supervision 

• Excellent organizational skills 

• Proficiency in working collaboratively with internal and external constituents 

Communication Skills & Abilities 

Select highest applicable level:  Work requires communication skills in order to persuade and negotiate with others on important matters such as negotiate contracts appeal reimbursement decisions and writing grants. 

Bilingual: Required

Preferred Language:  English 

Problem Solving/Analytical Skills & Abilities: 

Problems resolved mostly through defined processes and procedures application of in-depth knowledge usually acquired through professional level training. 

Level of Supervision Required 

General Direction 

Contacts Inside & Outside Facility/Corporation 

Frequent contacts within or outside of the Company.  Requires tact discretion and working knowledge of Corporate procedures and policies. 

Additional Information :

All your information will be kept confidential according to EEO guidelines.

Compensation

• Pay Range: $93100.00 - $139755.20
• Other Compensation (if applicable): 
• Review the 2025-2026 UMMS Benefits Guide

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