Associate Director of Fiscal Grants Management

Job Description

Job Description

Position Summary

Associate Director of Fiscal Grants Management

The Associate Director of Fiscal Grants Management is responsible for leading the financial administration, post-award compliance, reimbursement management, audit readiness, and internal control activities for SJCH's portfolio of approximately 67 federal, state, county, and private grants. Reporting to the Director of Accounting, the position provides strategic oversight of grant financial operations, ensures compliance with all applicable regulations, supervises grants management staff, coordinates Single Audit activities, and serves as the primary financial compliance liaison for internal departments, external auditors, and funding agencies.

The Associate Director functions as a key compliance leader responsible for safeguarding millions of dollars in grant funding through effective oversight, monitoring, documentation controls, and risk mitigation activities. The position supervises four direct reports and plays a critical role in maintaining SJCH's audit-ready environment and financial stewardship responsibilities.

Benefits :

• Free Medical, Dental & Vision
• 13 Paid Holidays + PTO
• 403 (B) retirement match
• Life Insurance, EAP
• Tuition Reimbursement
• Flexible Spending Account
• Continued workforce development & training
• Succession plans & growth within

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Bachelor’s degree (B.A./B.S.) in related field or equivalent.
• CPA, CIA, or CFE preferred.
• Former federal auditor or Audit Manager/Senior Manager experience with national public accounting firm preferred or senior grants compliance leadership experience within an FQHC, hospital system or large, complex non profit organization
• Minimum 10 years of progressively responsible grants administration, grant accounting, compliance, audit or financial management experience.
• Experience managing or auditing large complex portfolios of 100+ federal, state and local grants
• 5+ years of supervision experience
• Experience preparing for and supporting Single Audits or conducting Single Audits of clients
• Experience overseeing post-award grant financial management and compliance activities
• Extensive knowledge of Uniform Guidance (2 CFR Part 200), federal grant financial management and single audit requirements
• Federal cost principles and cost allocation methodologies
• Internal control frameworks and risk assessment practices
• Grant budgeting, forecasting, and financial reporting
• Advanced Excel and financial analysis skills
• Ability to write clearly and concisely as well as edit copy for clarity and grammatical accuracy.
• Commitment to excellence and high standards.
• Excellent written and oral communication skills and presentation skills.
• Strong organizational, problem-solving, and analytical skills with ability to manage priorities/workflow.
• Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm.
• Ability to work independently and as a member of various teams and committees.
• Proficient with General Ledger/Grants Module and Microsoft Office, Oracle Netsuite a plus
• Proven ability to handle multiple projects and meet deadlines.
• Demonstrated proficiency in supervising and motivating teams with basic competence in their duties and tasks.
• Proven leadership and business acumen skills.

Must be able to speak, read, write, and understand the primary language(s) used in the workplace. While performing the duties of this job, the employee is frequently required to do the following:

• Accurately complete detailed forms and reports.
• Calculate figures and amounts.
• Interpret complex laws, regulations, and/or policies.
• Coordinate multiple tasks simultaneously.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Performs a combination, but not necessarily all, of the following duties:

Supervision & Management

• Supervising and managing timelines and deliverables of Grant Administrators to meet contract deadlines.
• Oversee grant compliance with federal, state, and local regulations.
• Manage and review all financial grant reporting with supporting schedules/documentation, including monthly invoices, drawdown requests, and financial reports to ensure real time audit readiness.
• Participate in the formation and updates of grant procedures and policies.
• Investigate and resolve issues relating to grant management.
• Deliver monthly spend out status report to management team, with focus on resolving spend out issues by initiating budget modifications, retro adjustments, no cost extensions, etc.
• Compile data and prepare reports to set forth trends, analyze progress, and initiate recommendations and next steps to ensure ongoing fiscal grants compliance.
• Provide analytical guidance and facilitate grants management training subject to HRSA Health Center Program Manual, Code of Federal Regulations and GAAP to program staff on budgets and compliance.

Pre-Award Phase

• Provides data and input as requested for grants proposals prepared by Development Department prior to grant/contract application submission.

Post-Award Phase

• Coordinates receipt of award and contract documentation related to grant/award budgets with Development.
• Creates and maintains a grant summary for each grant detailing grant term, amount, scope of work/goals and objectives, modification criteria, milestones alerts for Development and Finance.

Monthly Monitoring

• Monitors grant budget to actual expense variances and meets program directors/managers monthly to obtain status update and provide recommendations for modification to optimize grant spend out.
• Provides tracking of grants with delayed invoicing, grants ending and impact on operations, grants in deficit mode to Executive Team.
• Tracks grant budgets vs. expenditures for all SJCH programs including, but not limited to Homeless Services, Re-Entry, Transgender Health, HIV/HCV, Reproductive Health, Chronic Disease, etc.
• Ensures that grant/contract funding is allocated and expended appropriately.
• Assists Development Department in determining grant funds available and timing of staff changes to ensure continued support for grant-funded employees.
• Meets with Program Manager/Director from time of award to review grant/contract criteria, expenditure criteria, and budget reporting requirements monthly.
• Assists project managers and directors in performing account maintenance of grants and contracts including budget revision, expense transfer, closing-out grants and contracts, etc.

• Works with program staff to ensure that grant writers receive the most accurate and up-to-date information on organization’s programs and program needs.

Reporting

• Prepares periodic financial reports due to funding agencies; distributes monthly Grant Funds Report of all grant-funded projects to appropriate individuals reflecting comprehensive understanding of grant requirements and financial and program reporting.

General Ledger

• Records payroll costs in Accounting Software by project type and cost center in accordance with Generally Accepted Accounting Principles (GAAP), Grant Fiscal guidelines, OMB Super Circular, and/or other appropriate policies.
• Prepares and analyzes monthly allocation of costs to projects/grants, revenues released from restrictions.
• Prepares and posts deposits, including reconciling cash donations.
• Prepares financial temporarily restricted net assets schedules and ties to GL.

Record Keeping

• Maintains up-to-date electronic files of all contracts, awards, grants.

Audits

• Direct contact for financial auditor for all grants
• Coordinate and review grant financial audit requests and submissions
• Assist with financial statement audits, cost reports, workers’ compensation audits including preparation of schedules, communication with and follow up on audit related requests.
• Maintains knowledge of current federal issues relating to Grants & Single Audits of state, local government and non-profit organizations; interprets Office of Management and Budget (OMB) circulars for grants and contracts.
• Provides input and participates in the development and implementation of policies and procedures for grants accounting and compliance.

Cross Training

• Provides coverage for payroll processing and submission, as needed.
• Performs special projects and other duties as assigned.

St. John’s Community Health is an Equal Employment Opportunity Employer