This role involves coordinating the development, submission, and administration of grants across the organization, ensuring compliance with all award conditions. It is ideal for a professional with extensive knowledge of public and private grant funding, adept at technical writing, budgeting, and project management, who can manage multiple deadlines simultaneously.
Responsibilities
Advance NPAIHB’s grant portfolio by aligning grant development and administration with priorities established by NPAIHB member Tribes, the NPAIHB Strategic Plan, and applicable federal and state policy priorities
Serve as a central grants liaison among Project Directors, investigators, Grants Management Team members, Finance and compliance staff, external partners, and funding agencies to promote coordinated, timely, and compliant grant activities
Participate in regular in-person and virtual meetings with Project Directors, Finance and compliance staff, Grants Management Team members, and other contributors to coordinate time-sensitive grant activities, resolve barriers, and maintain shared accountability for deadlines and deliverables
Apply proactive project management practices to organize complex work, manage competing deadlines, and support achievement of grant goals, objectives, work plans, and fiscal requirements
Monitor sponsor policies, guidance, systems, and announcements (including Grants.gov and GrantSolutions) and communicate material changes or requirements to affected NPAIHB staff
Provide grant-related training and technical assistance to NPAIHB staff and member Tribes, as assigned
Promote professional excellence, integrity, rigor, collaboration, and continuous improvement in grant development and administration
Collaborate with the supervisor, Grants Management Team members, and other NPAIHB staff to identify and prioritize funding needs and opportunities that align with organizational and member Tribe priorities
Research and identify appropriate funding opportunities from federal, state, and private sources and communicate relevant opportunities to NPAIHB staff to support program and organizational sustainability
Analyze notices of funding opportunities, sponsor policies, and technical, financial, and administrative requirements, and summarize key requirements, risks, and timelines for Division Directors, Project Directors, and management
Coordinate and manage assigned grant proposal development processes from initial planning through timely submission, in collaboration with Project Directors, Finance staff, contributors, and other responsible staff
Develop grant budgets and budget justifications in collaboration with Project Directors and Finance staff
Write, edit, format, and develop templates for grant applications, continuations, letters of intent, letters of support, and other grant-related correspondence
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Conduct final reviews of grant applications to ensure all requirements are thoroughly and accurately addressed and finalize and submit applications to funding agencies by established deadlines
Review notices of award and coordinate the startup of new grants with Project Directors, Finance staff, and other responsible staff, including reviewing award terms, responding to requests for follow-up documentation, establishing timelines, and planning for future requirements
Support the administration of assigned awards, including monitoring and modifying scopes of work, preparing prior approval requests and award amendments, coordinating required reports, and completing grant closeout activities
Collaborate with Project Directors and Finance staff to monitor and modify grant budgets and prepare related budget justifications and supporting documentation
Review and edit progress reports, budgets, prior approval requests, amendments, and other award-related documents to ensure accuracy, quality, consistency, and compliance with sponsor requirements
Correspond with funding agency representatives, and participate in sponsor meetings and project site visits, to address project progress, compliance requirements, opportunities, and barriers as necessary
Maintain complete, accurate, and well-organized grant files and supporting records in compliance with NPAIHB and funding agency requirements, including securely archiving records as appropriate
Maintain grant calendars, tracking spreadsheets, and grants administration systems with current information regarding proposals, awards, subawards, reporting deadlines, amendments, and closeout requirements
Provide timely updates regarding assigned grant activities, deadlines, risks, and required actions to relevant staff and leadership
Contribute to quarterly Grants Management Team reports shared with tribal delegates and prepare other assigned internal grant reports
Complete miscellaneous grant-related editing and writing projects as assigned
Perform other duties as assigned by the Senior Grants Manager and/or Executive Director or designee
Requirements
Bachelor’s Degree in Communications, English, Business Administration, Non-Profit Administration, Management, Public Health, Fundraising, or related field
A minimum of five (5) years of progressively responsible experience in grant development, grant administration, or a closely related field that demonstrates the knowledge and abilities required for the position may serve as an acceptable substitute for a Bachelor's Degree
At least three (3) years of experience in grant development, grant administration, or closely related field
At least one (1) year of professional experience working with Tribes, Tribal organizations, Tribal communities, or Tribal health clinics
Demonstrated knowledge, discretion, tact, judgment, and overall ability in working effectively with federal, Tribal, and other professionals, and facilitating participation and partnership with grants management activities
Demonstrated knowledge of online federal grant submission processes and associated platforms, as well as funder-specific policies for award management
Familiarity with the Indian Self-Determination and Education Assistance Act, Indian Health Care Improvement Act, and other relevant legislation
Proficiency with computer applications (specifically Word, Excel, PowerPoint, Teams, SharePoint, and other Microsoft Office Suite programs, as well as Adobe Acrobat)
Excellent technical writing skills, including good spelling, grammatical, and proofreading skills, and the ability to produce polished writing under a deadline
Excellent research and analysis skills
Excellent interpersonal skills, including ongoing communication with colleagues regarding progress or challenges and to facilitate coordination
Must be sensitive to cross-cultural differences, and able to work effectively within their context
Ability to interpret Requests for Applications (RFAs) and Requests for Proposals (RFPs), as well as provide expertise on the submission process while coordinating these efforts across departments
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)
Nice to have:
Master’s Degree in Communications, English, Business Administration, Non-Profit Administration, Management, Public Health, Fundraising, or related field
Certified Research Administrator (CRA), Certified Grants Management Specialist (CGMS), Grants Professional Certification (CPC) or equivalent professional certification
Direct experience working with Northwest Tribes
Proficiency with ClickUp or other database/project management software
A general interest in public health, health promotion, disease prevention, or health research
Benefits
Health, Vision, & Dental Insurance
Retirement Contributions
PTO
Paid Holidays
Important Details
Schedule: Full-Time (1.00 FTE)
Contract: Regular w/ Benefits
Probationary Period: six-month minimum for external applicants; six-month minimum for internal applicants when job duties change significantly
Travel: Local travel approximately 5% of the time; attendance at quarterly NPAIHB Board Meetings is optional (these meetings are held both locally and hosted by member tribes on a rotating basis, taking place during the third or fourth weeks of January, April, July, and October, and typically require a minimum stay of two overnights per meeting)
About the Company
The Northwest Portland Area Indian Health Board (NPAIHB) is a 501(c)3 designated non-profit and Tribal organization serving the 43 federally recognized Tribes in Idaho, Oregon, and Washington. Formed in 1972, its 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. NPAIHB has a staff of over 120 professionals dedicated to advancing Tribal health for the 7th generation in the Pacific Northwest.
Established in 1972, the Northwest Portland Area Indian Health Board NPAIHB or the Board is a nonprofit tribal advisory organization serving the forty-three federally recognized tribes of Oregon, Washington, and Idaho.
