Director of Grants Administration

Job Summary

The Director of Grants Administration provides strategic leadership and oversight of the organization's grants management function, ensuring the effective and compliant administration of all grant-funded programs and awards. This position is responsible for guiding the full grants lifecycle from pre-award activities including prospect research, proposal development, and budget preparation, through post-award management including reporting, compliance monitoring, and closeout. The Director serves as the organization's primary authority on grant regulations, funder requirements, and applicable federal, state, and local guidelines, including the Uniform Guidance (2 CFR Part 200) where applicable.

The Director of Grants Administration works collaboratively across departments, providing guidance and support to program staff, finance, and senior leadership to ensure that grant activities align with organizational goals and funder expectations. This role is responsible for developing and maintaining grants management policies, procedures, and systems that promote accountability, transparency, and audit readiness. The Director also leads and mentors grants administration staff, fostering a culture of compliance, continuous improvement, and strong stewardship of grant resources.

Essential Functions

Grant Lifecycle Management: Plans, directs, and oversees all phases of the grants lifecycle, including prospect identification, proposal development, award negotiation, post-award administration, and closeout; ensures timely and accurate submission of all applications, reports, and required funder communications across a diverse portfolio of funding sources, each with individual and unique requirements.

Compliance & Regulatory Oversight: Serves as the organization's subject matter expert on grant compliance; develops, implements, and maintains policies, procedures, and internal controls in alignment with federal regulations, including the Uniform Guidance (2 CFR Part 200), as well as state, local, and private funder requirements; monitors regulatory changes and communicates updates to relevant staff.

Audit Readiness & Risk Management: Leads preparation for and response to grant audits, site visits, and funder reviews; ensures all documentation is complete, current, and properly organized; identifies and resolves financial discrepancies, questioned costs, and compliance issues in a proactive and timely manner.

Financial Management & Reporting: Assists in the preparation and review of financial reports for all active grants; supports the finance department in reconciling grant expenditures, tracking drawdowns, and maintaining accurate grant accounting records; assists in ensuring responsible stewardship of all awarded funds in accordance with funder requirements and organizational policies.

Budget & Resource Oversight: Assists in the development and monitoring of grant budgets; supports the review and approval of budget modifications, no-cost extensions, and award amendments; assists in ensuring compliance with OMB Cost Principles and Uniform Guidance in the administration of federal awards, including allowable costs, cost allocation, and proper documentation standards.

Policy Development: Participates in the development, establishment, and implementation of grants administration policies and procedures; ensures alignment with organizational priorities, funder requirements, and applicable regulatory standards.

Document Management & Systems: Establishes and enforces standardized file naming conventions, folder structures, and document management practices across the grants portfolio; develops and maintains grants management systems and tracking tools to support efficient, transparent, and audit-ready administration of all awards.

Cross-Departmental Collaboration: Partners with program directors, managers, and finance staff to ensure programmatic and fiscal alignment across all grant-funded activities; provides technical assistance and guidance on reporting requirements, allowable costs, and documentation standards.

Grant Writing & Funding Development: Identifies funding opportunities, supports the development and submission of grant applications, and manages award implementation to sustain and expand organizational programs and services.

Reporting & Quality Assurance: Monitors, reviews, and approves grant reports submitted to funding agencies; ensures accuracy, timeliness, and compliance with all reporting requirements; oversees quality assurance activities related to grants administration functions.

Strategic Planning: Develops and implements a comprehensive grants administration strategy that supports organizational growth, funding diversification, and long-term sustainability; advises senior leadership on grant portfolio management and funding trends.

Workforce Development: Recruits, trains, mentors, and retains skilled grants administration staff; identifies professional development opportunities and supports ongoing learning in grants management best practices, regulatory updates, and compliance standards.

Stakeholder & Funder Relations: Serves as the primary liaison between the organization and funders; maintains professional and responsive relationships with program officers and grant administrators; represents the organization at relevant meetings, conferences, and committees as needed.

Minimum Education and Experience Requirements

• Master's degree preferred Public Health, Social Work, or a related field and/or a related field.
• 5+ years of progressive leadership experience in community or tribal behavioral health.
• Certified Grants Management Specialist or willing to obtain certification.
• Direct experience working with tribal nations, Indian Health Service (IHS) and other federal funding agencies.
• Knowledge of tribal sovereignty, federal Indian law, and cultural healing practices.
• Established relationships with state, tribal, and federal behavioral health agencies and officials.

Knowledge, Skills, & Abilities:

• Knowledge of federal grants management principles, regulations, and requirements, including the Uniform Guidance (2 CFR Part 200), OMB Cost Principles, and applicable federal, state, and local funding guidelines.
• Knowledge of the full grants lifecycle, including pre-award, post-award, compliance monitoring, reporting, and closeout processes.
• Knowledge of generally accepted accounting principles (GAAP) and their application to grant financial management, budget development, and expenditure tracking.
• Knowledge of audit processes and requirements, including Single Audit standards, audit preparation, and the resolution of audit findings and questioned costs.
• Knowledge of grants management information systems, document management practices, and electronic file organization standards.
• Knowledge of organizational policy development and the implementation of internal controls related to grants administration.
• Knowledge of funding landscapes across federal, state, local, and private sectors, including grant research and funding opportunity identification.
• Skill in planning, organizing, and managing a complex portfolio of grants across multiple funding sources, each with unique requirements and deadlines.
• Skill in preparing, reviewing, and submitting accurate and timely grant applications, financial reports, and compliance documentation.
• Skill in developing and implementing policies, procedures, and standardized systems for grants administration, including file naming conventions and document management practices.
• Skill in written and verbal communication, including the ability to present complex regulatory and financial information clearly to diverse audiences including program staff, senior leadership, and funders.
• Skill in using grants management software, financial systems, and Microsoft Office Suite, including advanced proficiency in Excel for budget tracking and financial reporting.
• Ability to interpret and apply complex federal regulations, funder requirements, and organizational policies to grants administration activities.
• Ability to lead and motivate a team, fostering a culture of accountability, compliance, and continuous improvement.
• Ability to collaborate across departments and work effectively with program, finance, and senior leadership staff to ensure grant-funded activities are carried out in alignment with award terms and organizational goals.
• Ability to adapt to changing regulations, funder requirements, and organizational priorities while maintaining consistent standards of grants administration.
• Ability to maintain confidentiality and handle sensitive financial and organizational information with discretion and integrity.
• Ability to represent the organization professionally in meetings, audits, site visits, and funder communications.

Native American/American Indian Preference in hiring will be applied as defined in title 25 usc 44-46 &474.