Grants Manager

Job Title: Grants Manager Reports to: Senior Grants Manager Initial Salary Range: $67,000 – $79,000 annually Benefits: Health, Vision, & Dental Insurance, Retirement Contributions, PTO, and Paid Holidays Classification: Salaried, Exempt Status: Full-Time (1.00 FTE), Regular w/ Benefits Location: Portland, OR JOB SUMMARY POSITION SUMMARY 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. Essential Functions Grants Management Excellence and Success 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 Funding Strategy and Proposal Development 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 Post-Award Grant Management and Compliance 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 Administrative and Reporting Functions 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 report Other Duties 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 Standards of Conduct Act in service to the Tribes and Tribal communities we serve Uphold the Mission, Values, and Vision of the NPAIHB Maintain the highest level of confidentiality with all NPAIHB information and documentation Consistently exhibit professional behavior and a high degree of personal and professional integrity and impartiality appropriate to the responsible and confidential nature of the position Exercise good judgment and initiative in performance of duties and responsibilities Demonstrate high emotional intelligence in the performance of all duties and responsibilities Orientation toward learning, innovation, service, and the building of second-line leadership Commitment to building an organizational culture which centers NPAIHB’s service to Tribes, promotes professional excellence, and builds an environment where employees grow and thrive Commitment to build an inclusive workplace across a range of identities and experiences, including (but not limited to) geography, age, gender identity, gender expression, sexual orientation, ethnicity, class, language, disability, religion, spiritual practices, and immigration status Sees diversity as a strength, and equity as a baseline Work in a cooperative manner with all levels of management and with all NPAIHB staff Effectively plan, organize workload, and schedule time to meet workload demands Use reasonable judgment to consistently display professional work attire during normal business hours, and/or dress appropriately for the workday, space, or event in lieu of a formal dress code Be present, available, and responsive for meetings and calls during regular working hours Commit to sharing knowledge and building expertise by participating in all virtual spaces in our workplace with cameras on Show consideration by communicating effectively and building collective understanding Recognize relationships are the cornerstone of NPAIHB’s work by treating all NPAIHB delegates/ alternates, partners, staff, and American Indian/Alaska Native people with dignity and respect Participate willingly in NPAIHB activities Qualifications Education Minimum education required*: 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 Additional education preferred: 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 Experience Minimum experience required: 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 Additional experience preferred: Direct experience working with Northwest Tribes Required Knowledge, Skills, and Abilities 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) Additional knowledge preferred: Proficiency with ClickUp or other database/project management software A general interest in public health, health promotion, disease prevention, or health research Probationary Period External applicants must agree to serve a minimum six-month probationary period during which time their employment can be terminated at will. For the purpose of evaluating job performance, internal applicants must agree to serve a minimum six-month probationary period when job duties change significantly. Work Conditions Physical Demands Frequently involves sedentary work (exerting up to 10 pounds of force and/or a negligible amount of force to lift, carry, push, pull or otherwise move objects, including the human body) Occasionally involves light work (exerting up to 20 pounds of force and/or up to 10 pounds of force and/or a negligible amount of force to move objects) Physical Requirements Consistently requires the ability to receive detailed information through oral communication and expressing or exchanging ideas or important instructions accurately, loudly, or quickly Constantly requires working with fingers, rather than the whole hand or arm Constantly requires repetitive movement of the wrists, hands, and/or fingers Often requires walking or moving about to accomplish tasks Occasionally requires standing and/or sitting for sustained periods of time Occasionally requires ascending or descending stairs or ramps using feet and legs and/or hands and arms Occasionally requires raising objects from a lower to a higher position, or moving objects horizontally Occasionally requires stooping, which entails the use of the lower extremities and back muscles Infrequently requires crouching Typical Environmental Conditions The worker is frequently subject to inside environmental conditions, which provide protection from weather conditions, but not necessarily from temperature changes, and is occasionally subject to outside environmental conditions. Travel Requirements Local travel is infrequently required approximately 5% of the time. Overnight travel outside of the area is not required. Attendance at quarterly NPAIHB Board Meetings is optional. These meetings are held both locally and hosted by our member tribes on a rotating basis, taking place during the third or fourth weeks of January, April, July, and October, and typically require a minimum stay of two overnights per meeting. Disclaimer The individual must perform the essential duties and responsibilities with or without reasonable accommodation efficiently and accurately without causing a significant safety threat to self or others describe the general nature and level of work being performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and/or skills required of all personnel so classified. Except as provided by Title 25, U.S.C. § 450e(b), which allows for Indian preference in hiring, the NPAIHB does not discriminate on the basis of race, color, creed, age, sex, national origin, disability, marital status, sexual orientation, religion, politics, membership or non-membership in an employee organization, marital status, citizenship or immigration status, veteran or military status, genetic information, ancestry or any other characteristic protected by law. #J-18808-Ljbffr Northwest Portland Area Indian Health Board