Grants and Contracts Coordinator (Healthcare)

Marin Community Clinics•Novato, CA

3d•$35 - $41•Onsite

About The Position

Marin Community Clinics, founded in 1972, is a multi-clinic network providing integrated primary care, dental, behavioral, specialty, and referral services. As a Federally Qualified Health Center (FQHC), they serve nearly 40,000 individuals annually in Marin County and have received national awards from HRSA. The Grants and Contracts Coordinator is crucial for managing contractual agreements and grant-funded projects. This role, reporting to the Grants Manager and Contracts Manager in the Finance Department, provides administrative support for the entire lifecycle of service and programmatic contracts. It also assists with grant administration, ensures compliance with funder and regulatory requirements (HRSA, FTCA, Joint Commission, Cal-OSHA, etc.), and maintains accurate records and tracking systems. The position acts as a central liaison between internal departments and external partners, ensuring clear communication and adherence to obligations.

Requirements

Bachelor’s degree in public administration, Health Administration, Business Administration, Legal Studies; or an equivalent level of professional experience is required.
Minimum three years of professional experience in contracts administration, grants coordination, or compliance, preferably within a healthcare, nonprofit, or public sector setting.
Strong organizational, analytical, and time management skills with exceptional attention to detail.
Knowledge of contract and grant administration principles, document management, and compliance requirements.
Ability to manage multiple priorities, meet deadlines, and work independently in a fast-paced environment.
Strong written and verbal communication skills with the ability to collaborate effectively across departments and with external partners.
Proficiency with Microsoft Office Suite.
Ability to maintain confidentiality and handle sensitive business, legal, financial, and protected health information.
Commitment to the mission and values of a Federally Qualified Health Center.

Nice To Haves

Familiarity with HRSA FQHC grant management and FTCA/JCAHO compliance strongly preferred.
Experience using contract or grant management systems (e.g., Concord, DocuSign, SharePoint) preferred.
Familiarity with Cal-OSHA, HIPAA, and patient-centered care models preferred.
Bilingual abilities are a plus.

Responsibilities

Provide administrative support throughout the contract lifecycle, including intake, routing, review, execution, amendments, renewals, expiration, and closeout.
Coordinate the internal contract review and approval process, ensuring contracts are routed to appropriate stakeholders and required documentation is complete.
Maintain the organization's contract management system and centralized repository for all agreements, including vendor, consultant, professional services, MOUs, BAAs, data sharing, grant-related, clinical, and other organizational contracts.
Track contract status, key milestones, renewal and expiration dates, termination notice periods, insurance requirements, and other contractual obligations; provide timely notifications to responsible parties.
Assist with contract amendments, renewals, extensions, and administrative updates under the direction of the Contracts Manager.
Maintain complete, accurate, and audit-ready contract records in accordance with organizational policies and document retention requirements.
Support post-execution contract monitoring by tracking required performance evaluations, deliverables, and compliance activities.
Prepare routine reports related to contract status, renewals, compliance, and organizational metrics.
Provide administrative support across the full grant lifecycle, including application compilation, award setup, post-award administration, amendments, reporting, and closeout.
Maintain complete and accurate grant files and tracking systems, including Instrumental (Grant Management Application), with current application status, funding decisions, award documents, budgets, scopes of work, deadlines, deliverables, tasks, and correspondence.
Coordinate with internal departments to gather required programmatic, financial, staffing, and supporting documentation; follow up on outstanding items and escalate delays or concerns to the Grants Manager.
Monitor reporting requirements and deliverables, provide advance notifications of upcoming deadlines, and document timely completion and submission.
Support the Grants Manager and Finance team in tracking grant budgets, expenditures, allowable-cost documentation, and obligations associated with grant-funded programs.
Support grant closeout by confirming that final reports, deliverables, financial documentation, and other award requirements are completed and appropriately retained.
Support the development of subrecipient agreements and provide compliance monitoring support.
Support compliance with organizational policies, contractual obligations, and applicable federal, state, and accreditation requirements.
Assist with contract monitoring activities by tracking vendor performance evaluations, deliverables, insurance renewals, and required compliance documentation.
Participate in internal audits, HRSA Operational Site Visits, FTCA compliance activities, Joint Commission surveys, and other regulatory reviews.
Identify and escalate potential compliance concerns, missing documentation, or contract and grant risks.
Assist with the development and maintenance of contract and grant workflows, policies, templates, and standard operating procedures.
Recommend process improvements that enhance efficiency, compliance, and consistency.
Prepare reports and dashboards related to contract status, grants, compliance activities, and key performance metrics.
Support the Finance team outside of grants and contracts support.