Grants and Contracts Administrator

Job Description

Job DescriptionSalary: $86-$91K

ORGANIZATIONAL BACKGROUND

Central California Asthma Collaborative (CCAC) is a non-profit organization dedicated to advancing health equity and environmental justice by empowering Central California communities through services, research, advocacy, and data-driven solutions to reduce the burden of asthma. CCAC has 50+ full-time employees and six offices in communities from Bakersfield to Sacramento. CCAC receives funding fromnumerousstate and federal agencies, as well as private foundations and health plans, to support core programs and dozens of special projects.CCAC has built a network of partnergrassroots community-basedorganizations (CBOs)across the statethat arefrequentlyincluded as subcontractors or subgranteesin our projects.

POSITION SUMMARY

The Grants and Contracts Administrator will provide comprehensive administrative support for grant and contractinitiation andmanagement across multiple programs and funding sources. This position serves as a critical liaison between program leadership, finance, compliance, and externalCBOpartners andfunders. The ideal candidate willdemonstratestrong organizational skills, attention to detail,generalknowledge ofgrant agreementsand contracts, and the ability to manage multiple projects simultaneously. This role requiresproficiencywith various software systems and a commitment to supporting CCAC's mission to advance environmental justice and health equity in Central California.

RESPONSIBILITIES

• Prepare,executeand manageagreementswithnon-profitorganizationsacross Californiathat have beenawarded grantsor subcontractsbyCCAC, ensuring all required signatures, approvals, and documentation are obtained

• ManageCCACpre-award grant administrative activities, includingdesigning request for proposalprocesses,assembling application materials, coordinating budgets, obtaining required signatures, and managing deadlinesto ensure timely submission of grant proposals

• ManageCCACpost-awardadministrativeactivities, including tracking grant requirements, compliance deadlines,grantdeliverablesand other activities described below

• Prepare andmaintaincomprehensive grant filesand records, including grant agreements, compliance documentation, certifications, and correspondence with funders

• Develop andmaintaingrant tracking systems and databases tomonitorgrant status, budgets, and compliance timelines

• Work with the Finance team to ensure grants are coded accurately in the accounting system and financial reports align with grant requirements

• Coordinate preparation of grant reportsby program managers, includingprogress reports, financial reports,finalreportsand annual renewal applications

• Monitor regulatory changes and grant compliance requirements; educate program staff on new requirements and policy updates

• Communicate regularly with funding agenciesregardinggrant status, compliance questions, and reporting requirements

• Provide administrative support to grant writing efforts, including compilation of organizational informationrequiredby fundersandsupportwithbudget preparation

• Maintain confidentiality of sensitive grant information anddemonstratestrong organizational ethics and professionalism

CORE COMPETENCIES

• Oral Communication:Speaks clearly; listens and requests clarification as needed; responds well to questions.

• Written Communication:Writes clearly and professionally;demonstratesstrong grammar and attention to detail; presents data effectively; able to read and interpret grant documents and funding requirements.

• Attention to Detail:Demonstratesmeticulous accuracy in managing grant documents, compliance requirements, and financial data; catches errors and inconsistencies before theyimpactcompliance or funding.

• Organization and Planning:Manages multiple priorities and deadlines simultaneously;maintainswell-organized systems for tracking grants and deliverables;demonstratesability to work independently and self-direct.

• Technical Skills:Proficient in Microsoft Office Suite; comfortable learning and using new software systems; able to troubleshoot technical issues and adapt tonew technologies.

• Teamwork and Collaboration:Works effectively with program staff, finance team, and external partners; balances team and individual responsibilities; communicates clearly across departments.

• Reliability and Professionalism:Dependable and professional;maintainshigh ethical standards;demonstratescommitment to supporting CCAC's mission and values.

QUALIFICATIONS

• Bachelor's degree in business administration, nonprofit management, public health, or related field

• Minimum three (3) years of professional experience in grant or contracts administration

• Proficiencyin Microsoft Office Suite (Word, Excel, Outlook) and project management software

• Experience withfinancetrackingsoftware, likeQuickBooks, Aplos or similar platforms

• Strong written and verbal communication skills; ability to communicate effectively with diverse stakeholders

• Excellent organizational skills with ability to manage multiplecomplexprojects and deadlines simultaneously

• Experience with nonprofit or government grant administrationand contracting, in a position that has led a grantmaking or request for proposals process

• Experience with grants management systems (such asFluxx, Alfresco, or similar platforms), preferred

• Familiarity with environmental justice, climate equity, or public health issues, preferred

TRAVEL

Occasional travel to CCAC's offices in Bakersfield, Sacramento, and other California locations as needed for grant meetings and grant-related activities.

DRIVING AND LICENSE REQUIREMENTS

Avalid California Driver's Licenseisrequiredfor grant-related activities in the field.

PHYSICAL REQUIREMENTS

May berequiredto obtain COVID and/or Influenza vaccinations. Ability to sit at a desk and use a computer for extended periods. Ability to lift and carry documents and materials up to 20 pounds.

AUTHORITY AND SUPERVISORY CAPACITY: Will work withExecutiveTeamto managecontracts andgrants.May supervise staff and internsas assigned,ifteam grows, but currently none are assigned.

ACCESS TO SENSITIVE INFORMATION:Mustmaintainconfidentiality of personal client, staff and partner information exposed to when working in files and preparing reports.