Sr. Program Associate, Grantmaking

GENERAL SUMMARY
Under general supervision of the Director of Grantmaking, the Program Associate II (PA) is responsible for grants management, operations and administrative support. The PA will work closely with applicants and grantees, assist with assessment of grant proposals, administers grants management system; processes grant contracts, maintains application materials and grant files (both electronic and hard copy); prepares financial and program reports, and monitors grants once awarded.

 PRINCIPAL DUTIES AND RESPONSIBILITIES

Grants Management & Grantee Support

• Learn and understand The Health Trust’s focus areas and funding priorities to inform work with applicants, grantees, and the community at-large. 
• Process grants through their full lifecycle, including creating, maintaining, and updating electronic and hard grant files, in accordance with the Grants Department procedures. 
• Review of grant proposals and provide technical assistance to applicants to ensure proposals are well conceptualized and meritorious. 
• Under the direction of the Director of Grantmaking, summarizes grant proposals for synopsis reports, annual report, tax reports and newsletter.
• Conduct research to stay abreast of current health data and trends that align with The Health Trust’s focus areas and funding priorities. 
• Develop and implement various instruments for soliciting Concept Forms and proposals, including Request for Proposals.
• Work collaboratively with internal staff for the purposes of streamlining and strengthening grant requirements, monitoring grant goals, and quality improvement processes.
• Draft, format, and proofread written materials for grants, including grant summaries and project budgets. 
• Track grant start and end dates, due dates for deliverables and reports, and changes to grant timelines and scopes of work. Maintain Health Trust team members and grantees abreast of upcoming deadlines.
• Support grantmaking staff in planning grantee site visits.
• Participate in grantee site visits to increase understanding of community needs.
• Supports grant monitoring, including interim site visits, check-ins, and budget reports/financials.  
• Actively works in partnership with communications staff to amplify the impact of grantmaking and grantee partner community impact.
• Attends community and grantee partner events in support of community enrichment and retaining strong relationships with community stakeholders.

Administrative Operations

• Responds to inquiries, both written and oral, regarding eligibility requirements, grant application and reporting processes. 
• Point of contact for interested applicants, screens calls to determine funding alignment and eligibility with Health Trust grantmaking priorities.
• Maintains strong communication with grant recipients and serves as a point of contact with other potential partners for the Grants Department.
• Develops and generates routine grant correspondences, grant activity reports and special reports; researches, analyzes and implements best practice internal grant making trends.
• Maintains strong and effective communication with the organization’s Hospital Sponsor at the direction of the Director of Grantmaking.
• Under the direction of the Director of Grantmaking, coordinates committee meetings and develops and prepares materials for meetings.  Prepares grant packet including development and assembly of grant proposals, synopses, grantmaking agendas and reports.   
• Attends grants committee meetings to record minutes.  
• Maintains record keeping and filing systems using the grants management database, Share drive and Intranet system.
• Provides oversight of the effective operation of grants management software by updating, troubleshooting and customizing fields for reports. 
• Validates on a routine basis that the information in the grantmaking software reconciles with the information in the accounting system.
• Joins professional organization(s) of grants managers to keep current with best practices in grants management.  

Other duties as assigned.

 EXPERIENCE & TRAINING

• Bachelor’s degree from an accredited school in public health, business administration or related field or experience.   
• Minimum of 4 years administrative experience. 
• Experience using grants software. 
• A minimum of 2-years working with databases 
   
   

PREFERRED EXPERIENCE & TRAINING

• Experience in a similar role.
• Work experience at a nonprofit agency.
• Grants management experience.

MINIMUM KNOWLEDGE, SKILLS AND ABILITIES:

• Knowledge and demonstrated experience using database management software. GIFTSOnline Database experience preferred, but not required. 
• Excellent critical thinking and analytical skills.
• Excellent analytical and research skills.
• Ability to manage multiple activities in a deadline-oriented environment, highly organized, flexible and possess a strong attention to detail.
• Strong verbal and written communication skills.
• Demonstrated knowledge of grant making operations. 
• Reliable, resourceful, proactive, and motivated to find creative solutions to improve efficiency and effectiveness.
• Candidate must be available for occasional travel to conferences and grantee site visits. 
• Candidate must have a strong interest and desire to build health equity.
• Ability to work effectively with people of diverse cultures, ages and economic backgrounds in a culturally competent and sensitive manner. 
• Demonstrated proficiency in Microsoft Suite and Google products
• Self-motivated and demonstrated critical thinking skill
• Demonstrated strong teamwork and people skills, with ability to develop productive relationships
• Ability to model and communicate the mission of The Health Trust and support a culture of empowerment and team support.

REPORTING RELATIONSHIP
Director of Grantmaking

WORKING CONDITIONS

• Normal office environment with little exposure to excessive noise, dust, and temperature.
• Local travel required.
• Car available for daily use with valid driver’s license and automobile insurance as required by the State of California.
• Employment background screening required.