Manager, Grant Administration and Compliance

Job Purpose

The Manager, Grant Administration and Compliance plays a vital role in advancing Harbor Care's mission and vision by providing oversite and guidance in meeting regulatory and compliance requirements for State and Federal Grants awarded to Harbor Care. This position also provides support in the areas of contract management, general compliance, and project management.

This position is responsible for grant compliance, grant determinants, data quality, quality insurance, quality assurance. The Manager will primarily lead the post-award responsibilities and ongoing grant performance. The Manager will provide technical advice and problem resolution for all State and Federal grant funded programs.

Essential Duties and Responsibilities

Grant Administration and Compliance (60%)

• Stay current with grant requirements and updates by participating in webinars, meetings with funders, and review of available guidelines and regulations
• Work in concert with Directors and Program managers to ensure files are prepared for random and scheduled external audits
• Conduct detailed assessments of current grant workflows, systems and procedures to identify inefficiencies, bottlenecks and areas for improvement
• Implement process improvements based on identified inefficiencies
• Ensure compliance with granting agency requirements and guidelines by advising management and staff on policies and procedures that pertain to all aspects of Grants.
• Maintain close sub-recipient oversight, ongoing monitoring of special terms and conditions, and preparing financial updates/reports for Principal Investigators/Auditors
• Review monthly, quarterly and annual grant/contract performance measures, financial reports, and programmatic reports
• Liaise with Program Managers and HR to forecast hiring needs to fulfill Grants
• Act as project lead during contract start-up, annual reporting, contract extensions, and grant closure periods
• Follow up on tasks and requirements necessary for grant/contract compliance
• Establish quality documentation system by writing and updating compliance procedures
• Collaborate with management to introduce trainings conducive to successful outcomes
• Serve as the primary liaison with grantors and regulatory agencies regarding compliance matters
• Identify and mitigate compliance risks through proactive assessments and corrective actions

Contracts and Policies (20%)

• Manage the contract lifecycle and assist staff with the approval and renewal process.
• Manage policy management system across the organization
• Facilitate grant and contract approval and execution process
• Support subcontracting process for Harbor Care programs and service lines
• Maintain updated contract and document management system for all documents requiring CEO signature
• Maintain staff and vendor exclusion check system, including ensuring an accurate employee list in the exclusion check system

Project Management and Operations Support (20%)

• Under the direction of the Manager, Operations, manage projects assigned and achieve the completion of projects on time, within budget, and within scope
• Assist in the establishing project management standards, methodologies, processes, guidelines and templates for use across the organization
• Complete background research on new opportunities and operational issues
• Policy and Procedure development
• Develop, implement and maintain emergency preparedness plans and procedures
• Organize, lead and document emergency response training, drills, and exercises

Other duties as assigned are based on evolving responsibilities and organizational needs.

1. Experience:

• Project Management
• Systems Improvement
• Proficiency in MS Office tools
• Reporting and presentation skills
• Grant Administration

2. Education:

• Bachelor degree in Healthcare Administration, Public Health, Healthcare Informatics or a related field.

Core Competencies and Skills

• Compassionate Service: Approaches work with empathy and a commitment to making a positive impact on clients, colleagues, and community.
• Respect & Inclusion: Treats all individuals with dignity and values personal experiences, identities, and perspectives.
• Collaborative Mindset: Works cooperatively with others to achieve common goals.
• Effective Communication: Communicates clearly and honestly to build trusting relationships.
• Integrity & Accountability: Acts ethically, takes responsibility for actions, and follows through on commitments.
• Adaptability & Innovation: Encourages thoughtful risk taking, demonstrates curiosity, and embraces change