Grant Administrator

Definition

Under general supervision of the Grant Division Manager, the Grant Administrator provides a range of services including, but not limited to incorporating an overall understanding of the Community's strategic objectives and needs in identifying funding opportunities; the preparation and submission of proposals, negotiation and acceptance of grants and contracts; oversight of program compliance with existing grant and contract requirements, including achievement of stated objectives, program participant qualification compliance and financial reporting requirements; and oversight of grant and contract fund spending. This job class is treated as FLSA-exempt.

Essential Functions: (Essential functions may vary among positions, but may include the following tasks, knowledge, abilities, skills, and other characteristics. This list of tasks is ILLUSTRATIVE ONLY and is not intended to be a comprehensive listing of tasks performed by all positions in this classification.)

Examples of Tasks

1. Manage centralized funding activities for SRPMIC.

• Research grants and other funding opportunities that may be of interest to the Community.
• Analyze new strategies for income and provide written recommendations.
• Work with Departments to identify external funding opportunities to meet their specific funding needs, within the confines of the best interest of SRPMIC, and ensure that Departments are not competing with each other for same funding opportunities.
• Regularly report in writing to the Grant Division Manager about all grant search and application activities.
• Establish and maintain administrative procedures and controls for acquiring and implementing external award funding.
• Maintain a historical tracking of awards as well as denials, analyzing and tracking reasons for denials to improve award rate in the future.
• Maintain complete files of grants and contracts, including application, original award documents, all reports submitted, etc., for no less than seven (7) years after the end of a grant/contract.
• Communicate awards within two (2) business days of receipt to the appropriate program managers and to the Grants and Compliance Division of the Finance Department.
• Establish and maintain a comprehensive tracking system including timely notification to Departments and programs of submission and renewal deadlines.

2. Writes, submits and tracks funding applications, using collaborative approach with Departments.

• Complete all steps of the pre-award process including, but not limited to, notifying Departments of funding opportunities, facilitating the application compilation, coordinate the Council Resolution process and submit final and complete funding applications.
• Develop project descriptions and evaluation plans.
• Generate compelling narratives for funding applications.
• Develop and/or review budgets for funding applications using predictive modeling techniques.
• Provide Departments opportunity to review application components or draft elements of applications themselves if they so choose, with this position being final reviewer/compiler of the application package.
• Submit completed applications.
• Track applications and follow up as appropriate.

3. Through periodic audits and inquiries, ensures that the Community complies with all grants/contracts or other external agreement requirements and reports results regularly in writing to the Grant Division Manager.

• Work in conjunction with Grants and Compliance Division of Finance Department to ensure all terms and conditions are being met throughout the grant lifecycle including assurances, conditional requirements, program reporting, and any other specified requirements to maintain compliance with grants and contracts.
• Ensure that program's stated objectives are being met and report any deficiencies to program/Department leadership.
• Generate and/or ensure that compelling narratives are included with funding reports as necessary.
• Ensure that all programs successfully complete their annual A-133 audits as well as any funding agency-specific audits with no findings.
• Ensure that programs are fully spending their grant/contract dollars and report any anomalies to both Controller and Grant Division Manager on a monthly basis.
• Track and send monthly reminders to departments, program managers, and/or Directors for upcoming reports or compliance tasks needing to be completed.
• Ensure all programmatic reports, assurances, certificates, and all other grant and contract related documents are tracked and uploaded into PeopleSoft.

4. Acts as liaison between Community and funding agencies.

• Maintain a list of contacts for the various funding agencies.
• Be familiar with agency reports and funding methodologies and be able to articulate them to Departments, the Controller, the Community Manager and Council, as necessary.
• Contact funding agencies when discrepancies arise in the Community's funding, keeping program/Department contacts informed and involved.
• Attend meetings with funding agency contacts as reasonable and necessary.
• Communicate frequently with Community program/Department points of contact to ensure consistency and completeness of information among all internal parties.
• Maintain familiarity with upcoming regulation changes and other changes that will affect the Community's level of external funding, either positively or adversely, and communicate such changes to the Departments, the Grant Division Manager, Assistant Finance Director and Finance Director, as necessary.

5. Acts as liaison between Community Departments when multiple departments are engaged in grant funding.

• Maintains inter-department communications to facilitate clear understandings of grant requirements and Community Policy and Procedures.
• Facilitates meetings between departments to increase cross departmental communications on grant needs.
• Establishes check-list for each grants purchasing needs to help departments adhere to internal purchasing policies.
• Acts as liaison between departments in supporting grant objectives.
• Provides continual analysis of inter-department needs and originates new processes to fill the needs.

6. Attends special meetings, trainings, and conferences and seminars as required.

7. Perform other job-related tasks and special assignments as required by the Assistant Finance Director.

Knowledge, Skills, Abilities and Other Characteristics:

• Knowledge of policies, procedures, methods, techniques and practices regarding budget development, presentation and maintenance for the Community.
• Knowledge of federal and state grants/contracts and other pertinent laws, regulations policies and requirements.
• Knowledge of report preparation, memo and business letter writing.
• Knowledge of Community Government structure and services.
• Knowledge of external funding opportunity sources, application procedures, proposal requirements and reporting requirements.
• Knowledge of program development, operation, budgeting and program evaluation methods and techniques.
• Knowledge of external award administration practices and techniques.
• Knowledge of the processes and procedures for implementing and administering various federal and state grants and contracts.

• Skill in establishing and maintaining effective working relationships with staff in the Department and other Departments, agencies and organizations.
• Skill in the operating computer equipment, including use of the internet, databases, and related software applications.
• Skill in working management and leadership.

• Ability to keep abreast of federal and state grant/contract programs.
• Ability to conduct research, analyze findings, prepare and present clear and precise recommendations and reports.
• Ability to work effectively in a complex office environment.
• Ability to determine eligibility for a variety of external proposal opportunities.
• Ability to comprehend and make inferences from legal and administrative written materials.
• Ability to analyze and compile information and prepare written and oral reports.
• Ability to work cooperatively and maintain liaison with Community Departments as well as outside agencies at the Community, state, federal level and non-profit levels.
• Ability to communicate effectively; orally and in writing.
• Ability to coordinate the development and administration of grants/contracts and other types of external awards.
• Ability to track, manage, coordinate and facilitate over 400 grants simultaneously and over $50 million in grant funds.
• Ability to handle competing grant related priorities and utilize time management skills to effectively meet all deadlines.

Minimum Qualifications

Education: A Bachelor's degree from an accredited college or university in Business Management, Business Administration, or Public Administration, or a closely related field.

Experience:

• A minimum of five (5) years of continuous experience in grant writing or grant administration in a Tribal government; OR
• A minimum of seven (7) years continuous full time experience working in the field of grants administration, grant writing, grant proposal submission, budget management and data reporting experience with federal and/or state funds.

Preferred:

• Membership in National Grants Management Association (NGMA) or equivalent a plus.
• Master's degree
• Three (3) years Project Management experience
• PeopleSoft software

• Underfill Eligibility: An enrolled Community Member whom closely qualifies for the minimum qualifications for a position may be considered for employment under SRPMIC Policy 2-19, Underfill

• Equivalency: Any equivalent combination of experience and education that will allow the applicant to satisfactorily perform the duties of the job may be considered when filling the position.

Special Requirements

Prior to hire as an employee, applicants will be subject to drug and alcohol testing. Will be required to pass a pre-employment background/fingerprint check. Employees are subject to random drug and alcohol testing.

"SRPMIC is an Equal Opportunity/Affirmative Action Employer" Preference will be given to a qualified : Community Member Veteran, Community Member, Spouse of Community Member, qualified Native American, and then other qualified candidate.

In order to obtain preference, the following is required: 1) Qualified Community Member Veteran (DD-214) will be required at the time of application submission 2) Qualified Community Member (must provide Tribal I.D at time of application submission),3) Spouse of a Community Member (Marriage License/certificate and spouse Tribal ID or CIB is required at time of application submission), and 4) Native American (Tribal ID or CIB required at time of application submission).

Documents may be submitted by one of the following methods:

1) attach to application

2) fax (480) 362-5860

3) mail or hand deliver to Human Resources.

Documentation must be received by position closing date.

The IHS/BIA Form-4432 is not accepted .

Your Tribal ID/CIB must be submitted to HR-Recruitment-Two Waters.