Manager, Grant Operations

Job Description

The Grant Operations Manager provides centralized oversight and coordination of post-award grant activities across NorthBay Health, ensuring awarded funds are implemented in accordance with grant requirements, approved scopes of work, budgets, timelines, and applicable regulatory requirements. The position coordinates the transition of newly awarded grants into operations; monitors implementation, deliverables, expenditures, reporting requirements, and performance measures; and works closely with Finance, Legal, Compliance, clinical and operational leaders, evaluation teams, external consultants, community partners, and subrecipients. The Grant Operations Manager maintains centralized grant-management systems and documentation, supports audit and monitoring readiness, identifies and escalates compliance and operational risks, and helps ensure appropriate grant-related policies, procedures, and internal controls are in place. The position also serves as the lead coordinator for the Grant Strategy Committee and as the operational hub for NorthBay Health's active grant portfolio.

Primary Job Duties

• Lead and Coordinate: Serve as the lead and coordinator of the NorthBay Health Grant Strategy Committee.
• Award Transition: Lead the transition of newly awarded grants into operational execution.
• Award Review: Review grant agreements, scopes of work, budgets, reporting requirements, and other award conditions.
• Develop Grant Briefs: Develop internal grant briefs summarizing requirements, timelines, deliverables, and key responsibilities.
• Coordinate Kickoff Meetings: Coordinate internal kickoff meetings (following newly funded grant awards) with grant project teams, Finance, Marketing & Communications, leadership, and other appropriate stakeholders.
• Deliverable Management:Track grant deliverables, milestones, and timelines across departments.
• Ensure Scope Alignment: Ensure program activities remain aligned with the approved grant scope.
• Risk Identification: Identify risks, delays, or compliance concerns and escalate appropriately.
• Cross-Functional Coordination: Provide ongoing coordination across clinical, operational, and
• Regulatory Compliance: Ensure adherence to grant terms, conditions, and regulatory requirements in collaboration with Legal and other appropriate departments.
• Audit Readiness: Maintain documentation for audits, monitoring visits, and site reviews.
• Cost Compliance: Track allowable and non-allowable costs in collaboration with grant teams, Finance, and Compliance.
• Funding Requirements: Monitor match requirements, reimbursement structures, and funding restrictions.
• Uniform Guidance: Maintain working knowledge of applicable federal grant requirements, including Uniform Guidance (2 CFR Part 200), as well as state and funder-specific requirements.
• Policy and Control Gaps: Identify grant-related policy, procedure, and internal-control gaps and coordinate with Finance, Legal, Compliance, HR, Procurement, Research, and other appropriate departments to address them.
• Policy Support: Support the development, implementation, and periodic review of grant-management policies, procedures, and standardized workflows to promote organizational compliance and audit readiness.
• Stakeholder Coordination: Coordinate with internal stakeholders for additional compliance and risk-management requirements.
• Budget Monitoring: Partner with Finance to monitor grant budgets, expenditures, and drawdowns.
• Variance Management:Monitor grant expenditure burn rates and identify variances from approved budgets.
• Financial Reporting: Support preparation of financial reports and reimbursement requests.
• Financial Compliance: Ensure financial activities align with funder guidelines in collaboration with Finance.
• Reporting Calendar: Maintain a master reporting calendar for all active grants.
• Timely Submission: Coordinate timely submission of programmatic and financial reports.
• Report Development: Compile data and narrative inputs from program teams and consultants.
• Funder Alignment: Ensure reports align with funder-defined metrics and requirements.
• Evaluation Coordination: Coordinate with evaluation teams for respective grant-funded projects.
• Performance Metrics: Ensure timely tracking of KPIs, outcomes, and performance metrics by each grant's evaluation team, as required by funders.
• Course Correction: Support ongoing performance monitoring and course correction, if needed.
• Data Stewardship: Maintain comprehensive knowledge of the locations, availability, and data sources for all grant-funded projects.
• Consultant Liaison: Serve as the primary internal liaison to external grant-writing consultants.
• Data Coordination: Ensure consultants receive timely data for reporting and compliance needs.
• Partner Coordination: Coordinate with internal teams, community partners, and subrecipients on deliverables.
• Agreements: Support development and management of MOUs and subrecipient agreements.
• Centralized Grant Tracking: Maintain centralized grant tracking systems and dashboards.
• Support Standardization: Standardize tools, templates, and workflows for grant operations.
• Leadership Reporting: Provide leadership with regular status updates on grant performance.
• Support Continuous Improvement: Support audit readiness and continuous process improvement.
• Presentations to Grant Strategy Committee, Internal Teams, and Senior Leaders: Prepare and deliver presentations to the Grant Strategy Committee, internal teams, and senior leadership, clearly communicating progress, challenges, and strategic insights.
• Cross-Functional Communication: Facilitate communication across departments to ensure a cohesive approach to all grant-related activities.

Qualifications

Education: Bachelor's degree in healthcare administration, public health, business, or related field.

Licensure/Certification: None

Experience/Skills:

1. Three to five years of experience in grant management, program operations, project management, or healthcare administration.
2. Demonstrated experience managing post-award grants, including compliance and reporting.
3. Strong understanding of healthcare delivery systems and cross-functional operations.
4. Experience working with healthcare and administrative teams.
5. Experience with federal, state, or large foundation grants (e.g., CMS, HRSA, SAMHSA) preferred.
6. Working knowledge of Uniform Guidance (2 CFR Part 200) and federal grant compliance requirements preferred.
7. Experience in a hospital or integrated health system environment preferred.
8. Experience managing multi-partner or community-based grant programs preferred.
9. Demonstrates strong project management, organization, operational execution, and accountability.
10. Demonstrates financial and compliance acumen and the ability to translate grant requirements into actionable workplans.
11. Demonstrates ability to lead cross-functional work without direct authority and to coordinate effectively with clinical, operational, financial, legal, compliance, research, and administrative stakeholders.
12. Demonstrates high attention to detail, risk identification, escalation, and mitigation.
13. Demonstrates excellent written and oral communication skills and ability to prepare concise reports, dashboards, grant briefs, and leadership updates.
14. Demonstrates ability to manage multiple grants, deadlines, deliverables, and competing priorities simultaneously.

Interpersonal Skills: Demonstrates the True North values. The True North values are a set of value-based behaviors that are to be consistently demonstrated and role modeled by all employees that work at NorthBay Health. The True North values principles consist of Nurture/Care, Own It, Respect Relationships, Build Trust, and Hardwire Excellence. Ability to communicate with comfort at all levels of the organization. Ability to keep colleagues and vendors on task and on-time. Ability to represent the System effectively to outside vendors, physicians, consultants, patients, and employers.

Hours of Work: Exempt. Based on business need.