Grants Manager

Northwest Portland Area Indian Health Board•Portland, OR

12d•$67,000 - $79,000•Onsite

About The Position

The Grants Manager advances the Northwest Portland Area Indian Health Board’s mission by coordinating the development, submission, and administration of grants across the organization. The Grants Manager serves as a central liaison among the Grants Management Team, NPAIHB Project Directors, other NPAIHB staff, external partners, and funders to identify appropriate funding opportunities, develop competitive applications, and ensure awards are administered accurately and in a timely manner, as well as in compliance with all award conditions. This position also provides technical assistance to NPAIHB member Tribes in grant writing and grants management best practices as needed, and collaborates with staff responsible for contracts, compliance, risk assessment, subrecipient monitoring, and fund accounting on post-award monitoring, reporting, amendments, and other required submissions. The Grants Manager must have extensive knowledge of public and private grant funding, and the ability to identify appropriate opportunities from federal agencies, including U.S. Department of Health and Human Services (HHS) agencies such as the Substance Abuse and Mental Health Services Administration (SAMHSA), the National Institutes of Health (NIH), and the Centers for Disease Control and Prevention (CDC), as well as public health agencies in the states of Washington, Oregon, and Idaho, and private foundations. The Grants Manager must also demonstrate advanced skills in technical writing and editing, budgeting, organization, and proactive project management, including the ability to produce thorough, high-quality written materials and manage multiple deadlines and requirements simultaneously. The Grants Manager serves on NPAIHB’s Grants Management Team of four to five public health professionals, which plays a critical role in financial and programmatic sustainability by coordinating grant development and administration, maintaining standardized grants processes, and streamlining collaborative funding efforts across the organization. The Grants Manager reports to the Senior Grants Manager. This scope of work is housed within the Administrative Division. This position is based at NPAIHB’s offices in Portland, Oregon and is expected to work on-site in accordance with NPAIHB’s applicable workplace and telework policies, including attendance at designated in-person meetings and activities. Local travel may be required approximately 5% of the time. Overnight travel outside of the area is not required.

Requirements

Bachelor’s Degree in Communications, English, Business Administration, Non-Profit Administration, Management, Public Health, Fundraising, or related field
A minimum of five (5) years of progressively responsible experience in grant development, grant administration, or a closely related field that demonstrates the knowledge and abilities required for the position may serve as an acceptable substitute
At least three (3) years of experience in grant development, grant administration, or closely related field
At least one (1) year of professional experience working with Tribes, Tribal organizations, Tribal communities, or Tribal health clinics
Demonstrated knowledge, discretion, tact, judgment, and overall ability in working effectively with federal, Tribal, and other professionals, and facilitating participation and partnership with grants management activities
Demonstrated knowledge of online federal grant submission processes and associated platforms, as well as funder-specific policies for award management
Familiarity with the Indian Self-Determination and Education Assistance Act, Indian Health Care Improvement Act, and other relevant legislation
Proficiency with computer applications (specifically Word, Excel, PowerPoint, Teams, SharePoint, and other Microsoft Office Suite programs, as well as Adobe Acrobat)
Excellent technical writing skills, including good spelling, grammatical, and proofreading skills, and the ability to produce polished writing under a deadline
Excellent research and analysis skills
Excellent interpersonal skills, including ongoing communication with colleagues regarding progress or challenges and to facilitate coordination
Must be sensitive to cross-cultural differences, and able to work effectively within their context
Ability to interpret Requests for Applications (RFAs) and Requests for Proposals (RFPs), as well as provide expertise on the submission process while coordinating these efforts across departments
Ability to work with minimal supervision, exercise initiative, and make independent decisions and recommendations
Ability to complete tasks in a timely and accurate manner
Ability to travel infrequently (approximately 5% of the time)

Nice To Haves

Master’s Degree in Communications, English, Business Administration, Non-Profit Administration, Management, Public Health, Fundraising, or related field
Certified Research Administrator (CRA), Certified Grants Management Specialist (CGMS), Grants Professional Certification (CPC) or equivalent professional certification
Direct experience working with Northwest Tribes
Proficiency with ClickUp or other database/project management software
A general interest in public health, health promotion, disease prevention, or health research

Responsibilities

Advances NPAIHB’s grant portfolio by aligning grant development and administration with priorities established by NPAIHB member Tribes, the NPAIHB Strategic Plan, and applicable federal and state policy priorities
Serves as a central grants liaison among Project Directors, investigators, Grants Management Team members, Finance and compliance staff, external partners, and funding agencies to promote coordinated, timely, and compliant grant activities
Participates in regular in-person and virtual meetings with Project Directors, Finance and compliance staff, Grants Management Team members, and other contributors to coordinate time-sensitive grant activities, resolve barriers, and maintain shared accountability for deadlines and deliverables
Applies proactive project management practices to organize complex work, manage competing deadlines, and support achievement of grant goals, objectives, work plans, and fiscal requirements
Monitors sponsor policies, guidance, systems, and announcements (including Grants.gov and GrantSolutions) and communicates material changes or requirements to affected NPAIHB staff
Provides grant-related training and technical assistance to NPAIHB staff and member Tribes, as assigned
Promotes professional excellence, integrity, rigor, collaboration, and continuous improvement in grant development and administration
Collaborates with the supervisor, Grants Management Team members, and other NPAIHB staff to identify and prioritize funding needs and opportunities that align with organizational and member Tribe priorities
Researches and identifies appropriate funding opportunities from federal, state, and private sources and communicates relevant opportunities to NPAIHB staff to support program and organizational sustainability
Analyzes notices of funding opportunities, sponsor policies, and technical, financial, and administrative requirements, and summarizes key requirements, risks, and timelines for Division Directors, Project Directors, and management
Coordinates and manages assigned grant proposal development processes from initial planning through timely submission, in collaboration with Project Directors, Finance staff, contributors, and other responsible staff
Develops grant budgets and budget justifications in collaboration with Project Directors and Finance staff
Writes, edits, formats, and develops templates for grant applications, continuations, letters of intent, letters of support, and other grant-related correspondence
Conducts final reviews of grant applications to ensure all requirements are thoroughly and accurately addressed and finalizes and submits applications to funding agencies by established deadlines
Reviews notices of award and coordinates the startup of new grants with Project Directors, Finance staff, and other responsible staff, including reviewing award terms, responding to requests for follow-up documentation, establishing timelines, and planning for future requirements
Supports the administration of assigned awards, including monitoring and modifying scopes of work, preparing prior approval requests and award amendments, coordinating required reports, and completing grant closeout activities
Collaborates with Project Directors and Finance staff to monitor and modify grant budgets and prepare related budget justifications and supporting documentation
Reviews and edits progress reports, budgets, prior approval requests, amendments, and other award-related documents to ensure accuracy, quality, consistency, and compliance with sponsor requirements
Corresponds with funding agency representatives, and participates in sponsor meetings and project site visits, to address project progress, compliance requirements, opportunities, and barriers as necessary
Maintains complete, accurate, and well-organized grant files and supporting records in compliance with NPAIHB and funding agency requirements, including securely archiving records as appropriate
Maintains grant calendars, tracking spreadsheets, and grants administration systems with current information regarding proposals, awards, subawards, reporting deadlines, amendments, and closeout requirements
Provides timely updates regarding assigned grant activities, deadlines, risks, and required actions to relevant staff and leadership
Contributes to quarterly Grants Management Team reports shared with tribal delegates and prepares other assigned internal grant reports
Completes miscellaneous grant-related editing and writing projects as assigned
Performs other duties as assigned by the Senior Grants Manager and/or Executive Director or designee