Grants Administrator

Title: Grants Administrator

State Role Title: Prog Admin Specialist II

Hiring Range: $85,000-$92,000

Pay Band: 5

Agency: Dept of Veterans Services

Location: JAMES MONROE BUILDING

Agency Website: www.dvs.virginia.gov

Recruitment Type: General Public - G

Job Duties

The Grant Administrator operates in a deadline-oriented, fast-paced environment and is an integral member of the VVFS/SPOAS team. This position reports directly to the Suicide Prevention and Opioid Addiction Services (SPOAS) Director.

The successful candidate will be a dynamic, self-starting individual who enjoys working in a team environment while taking initiative to work independently and collaboratively on a wide variety of research administrative duties.

The Grant Administrator shall display an aptitude for problem solving, as well as maintain effective attention to details, meeting deadlines and prioritizing competing demands. It is important that the candidate be able to perform these tasks at a high level of accuracy and possess excellent communication and interpersonal skills, including the ability to collaborate successfully with various partner and grant agencies.

The Grant Administrator is responsible for the development, organization, and coordination of the SPOAS programs grants and resources to facilitate organizational effectiveness and efficiency while supporting the SPOAS Program, program staff and Director.

The Grant Administrator performs duties in support of the program procurement process, financial assistance, and program budget management. Ensures accurate database and files to capture program progress. Prepares reports and communications for the SPOAS Director.

Minimum Qualifications

• A demonstrated ability to operate in a deadline-oriented, fast-paced environment.

• A demonstrated ability to work independently and collaboratively on a wide variety of grant and administrative duties.

• A demonstrated ability to perform tasks at a high level of accuracy with excellent communication and interpersonal skills, including the ability to collaborate successfully with various partner and grant agencies.

• A proven ability of developing, organizing and coordinating grants and resources to facilitate organizational effectiveness and efficiency.

• A demonstrated history of performing duties in support of the program procurement process, financial assistance, and program budget management to ensure accurate capturing of program progress.

• Ability to independently move projects forward within a designated timeframe and budget.

• Ability to effectively manage multiple priorities. Ability to design and conduct training workshops.

• Ability to use PC and appropriate software applications to manage and report program data. Skills in establishing and maintaining effective working relationships inside and outside the agency.

• Excellent oral and written communication skills.

• Strong analytical, problem solving, organizational and presentation skills.

• Database skills required to include data collection, tracking, storage and retrieval.

• Knowledge of the Military Health System, National Guard and Reserve Component preferred.

• Develop and monitor financial partnerships (including but not limited to agency contracts and/or community grant functions (RFP design, application evaluation, grantee payments and monitoring activities)

• Prepares monthly financial reports and provides accounting support, which include grants, contracts, departmental, state and additional accounts.

• Prepares intricate journal entries and detailed cost accounting information to analyze and identify inaccurate transactions on assigned accounts. Investigates and prepares appropriate transactions to correct errors.

• Acts as a liaison between the granting agency and SOS to communicate and resolve any issues that arise concerning expenditures.

• Based on feedback, prepares “what-if” funding scenarios and conducts expenditure forecasting to aid award management throughout the life of the award.

• Reconciles cost-share accounts and makes cost-sharing adjustments to reflect appropriate labor distribution or related cost-sharing obligations.

• Reviews and approves daily transactions to ensure accuracy within grant, Federal and Non-Federal regulations. Conducts thorough review of all award terms and conditions to ensure compliance.

• Serves as a primary point of contact between the granting entity and VVFS administration to ensure that all requirements associated with submission acceptance, conduct of awards, issuance and monitoring of compliance is met.

• Provides interpretation of sponsor guidelines and facilitates communications with grant making agency staff when clarifications are needed.

• Develops and maintains up-to-date knowledge of Federal, non-Federal grant and contract regulations, with an emphasis on proposal guidelines and systems along with VVFS policies and procedures.

• Provides solutions to problems presented and recommends changes to methods or procedures to the SOS Director, based on knowledge of accounting principles and practices. Interprets data and points out trends or deviations.

• Excellent computer skills to include Microsoft Office Suite (Word, PowerPoint, Excel, Outlook and Access). Knowledge of Adobe, SharePoint, WebEx and DMS.

• Excellent attention to detail.

• Knowledge of the principles and practices of administering federal and sub-federal grants.

• Ability to interact professionally and effectively with others

• Excellent written and verbal communication skills

• Ability to work effectively in a team and deadline driven environment

• Ability to organize workload priorities, manage multiple projects simultaneously

• Ability to exercise independent judgment and proven skill in problem solving, critical thinking, and decision making, proactively plan to resolve problems, identify and recommend and implement viable solutions.

Additional Considerations

• Performs other duties as may be assigned in support of the overall needs of the SOS program .

• May be required to assist the agency or state government generally in the event of an emergency declaration by the Governor.

Special Instructions

You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.

Contact Information

Name: DVS HR Team

Phone: No Calls

Email: recruitment@dvs.virginia.gov

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.

Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.