Job Title: Grants Management Specialist

Reports to: Operations Director

Initial Salary Range: $63,000 - $74,000 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

About the Northwest Portland Area Indian Health Board (NPAIHB)

The Northwest Tribes have long recognized the need to exercise control over the design and development of health care delivery systems in their local communities. To this end, they formed the Northwest Portland Area Indian Health Board (also referred to as NPAIHB or "the Board") in 1972.

Guided by a vision of "Health and Wellness for the Seventh Generation," NPAIHB is a 501(c)3 designated (non-profit) organization and Tribal organization, P.L. 93-638, under the Indian Self-Determination and Education Assistance Act (ISDEAA) serving the 43 federally recognized Tribes in the states of Idaho, Oregon, and Washington (Northwest Tribes). Tribes become voting members of the Board through resolutions passed by their governing body. Each member Tribe designates a delegate to serve on the NPAIHB Board of Directors.

Led by our Board of Directors, NPAIHB's mission is to "eliminate health disparities and improve the quality of life of American Indians and Alaska Natives by supporting Northwest Tribes in their delivery of culturally appropriate, high-quality health programs and services." We have a staff of over 120 professionals dedicated to advancing Tribal health for the 7th generation in the Pacific Northwest.

The NPAIHB's Strategic Plan 2020-2025 can be found here.

Position Summary

The Grants Management Specialist plays a vital role in the overall funding health of the NPAIHB by supporting the team through which all grants are submitted, thus contributing to a standardized grant process and streamlining collaborative funding efforts across the organization. In consultation with the Grants Managers, this position fosters the ongoing development and submission of grants which advance the Board's mission. The Grants Management Specialist functions as a liaison for grants, and works collaboratively with the Grants team, other NPAIHB staff, external partners, and funders to produce competitive grant applications. This individual is responsible for supporting the comprehensive and accurate requirements of assigned grants, and completing and submitting grant applications on time.

The Grants Management Specialist facilitates a high level of excellence and thoroughness of written materials produced by NPAIHB. This position helps with ongoing research for funding opportunities for the broad array of programs at the organization and NPAIHB member Tribes as appropriate. The Grants Management Specialist works directly with staff responsible for compliance, risk assessment, subrecipients, and fund accounting on post-award monitoring, reporting, and other required reports and grants-related submissions.

The Grants Management Specialist must have functional knowledge of grant funding, including the ability to identify appropriate funding opportunities within 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. This position must be familiar with the online federal grant submission process and associated platforms. The Grants Management Specialist must be able to interpret funding opportunities, and provide support on all aspects of the submission process in collaboration with NPAIHB staff and partners. This individual must demonstrate a high level of skill in technical editing and writing. The Grants Management Specialist must be proficient in the use of software including the Microsoft Office Suite (Word, Excel, Publisher, Outlook, and PowerPoint), Adobe Acrobat, Zoom, Microsoft Teams, and SharePoint.

A general interest in public health, health promotion, disease prevention, or health research is desirable.

The Grants Management Specialist reports to the Operations Director, and is part of the Grants team. This scope of work is housed within the Administrative Division.

This position is based at NPAIHB's offices in Portland, Oregon. Local travel and/or overnight travel outside of the area is required approximately 5% of the time.

Essential Functions

Grants Management Support

• Supports collaboration and compliance between projects, partners, and funding agencies to meet all goals and objectives for each grant's fiscal period and the larger strategic plan of the NPAIHB
• Participates in and supports regular grant meetings
• Helps provide grant-related training and technical assistance to NPAIHB staff, partnering organizations, and collaborators as needed
• Acts as a grants liaison and facilitates collaboration between NPAIHB staff, investigators, funding agencies, and other contributors to organize and produce high-quality, competitive grant applications and professional reports for submission to fundings sponsors
• Carries out updated grant priorities throughout the year, as directed by Northwest Tribes, and through the NPAIHB Strategic Planning process and/or annual federal and state policy priorities
• Supports organizational development, communications, and marketing efforts as appropriate
• Supports and maintains an organizational culture of professional excellence, integrity, and rigor
• Contributes to quality improvement efforts which enhance the effectiveness of grants workflow processes and outcomes
• Supports the creation and implementation of capacity building and quality improvement strategies for grants based on the needs and priorities of Northwest Tribes
• Supports effective project management practices to accomplish project work plans and timelines
• Maintains awareness of grants policies and guidelines on Grants.gov, GrantSolutions, and sponsor agencies, and is able to keep NPAIHB staff updated on current information

Grants Administration

• Engages in correspondence with sponsor agency representatives to ensure compliance with sponsor guidelines and reporting requirements as appropriate
• Meets with funding agencies and participates in project site visits as necessary to discuss project progress, opportunities, and barriers, as appropriate
• Assists Grants Managers with implementing and maintaining grants administration software, including regularly updating records and information, and tracking deadlines
• Maintains well-organized filing systems for all grant-related required documentation and supporting records (both electronic and hard copy) to help ensure compliance with both NPAIHB and funding agency requirements, including securely archiving files as appropriate
• Follows or maintains a continuously updated calendar for grant submissions and reporting timelines
• Assists NPAIHB staff with grant-related tasks, including supporting internal and external modifications as projects progress, grants close-out activities, and other project-related grants issues as appropriate
• Designs, develops, and monitors both simple and complex grant budgets and justifications as needed
• Assists with the startup of new grants, including reviewing grant awards, providing responses to sponsor requests for follow-up documentation, determining future grant requirements, and entering relevant award and subaward information into the grants administration software
• Provides evaluation support to NPAIIHB projects as appropriate

Grant Proposal Development

• Supports all aspects of the grant proposal development process
• Supports the review of funding announcements to discern grant guidelines, agency policies, and technical, financial, and administrative grant requirements
• Designs grant proposal outlines as requested
• Assists with organizing and compiling all components of grant proposals, and ensuring all requirements are thoroughly and accurately addressed
• Reviews grant applications for accuracy and completeness in a timely manner prior to submission
• Helps finalize all outgoing grant applications and submits them to funding agencies (including online and hard copy submissions) as needed

Editing and Technical Writing

• Helps reviews and edit grant-related documents for NPAIHB projects, including the Northwest Tribal EpiCenter ("EpiCenter"), such as grant applications, progress reports, final project reports, policy and budget analysis, and other related documents
• Writes, designs, and organizes templates for grant proposals, continuations, letters of intent, letters of support, and general grant-related correspondence
• Completes miscellaneous grant-related editing and writing projects as assigned

Funding and Grant-Related Research

• Searches for appropriate funding opportunities which align with the priorities prescribed by NPAIHB member Tribes for the NPAIHB and the EpiCenter
• Performs literature searches related to grants as requested
• Notifies NPAIHB staff of appropriate funding opportunities which support their specified interests as to facilitate fiscal stability

Other Duties

• Performs other duties as assigned by the Operations Director 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 that 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, journalism, public relations, English, business or non-profit administration/management, public health, fundraising, or related field
• *A minimum of two (2) years of demonstrated experience in grant coordination and providing technical writing may serve as an acceptable substitute

Experience

Minimum experience required:

• At least one (1) year of professional experience working with Tribes, Tribal organizations, Tribal communities, or Tribal health clinics
• Demonstrated experience in supporting grant proposal development, management, and submission

Additional experience preferred:

• Direct experience working with Northwest Tribes
• Demonstrated experience managing federal, state, Tribal, and/or other agency grants and grant submissions

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 in the activities of grants management
• Advanced proficiency with Microsoft Office software programs (specifically Outlook, Word, Excel, Publisher, PowerPoint, Teams, and SharePoint) and Adobe Acrobat
• Moderate proficiency with grants managements software programs (Kuali preferred)
• Strong technical writing skills, including excellent proof reading and editing skills, good spelling and grammatical skills, and the ability to produce polished writing under a deadline
• Strong research and analysis skills
• Strong interpersonal skills
• Must be sensitive to cross-cultural differences, and able to work effectively within their context
• 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)

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

This position:

• 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

This position:

• 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 and overnight travel outside of the area is infrequently required. Attendance at quarterly NPAIHB Board Meetings may occasionally be required. These meetings are held both locally and hosted by our member tribes on a rotating basis, and take 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.

Salary : $63,000 - $74,000