Grants Administrator

Location US-CA-Commerce
Job ID


Reporting to the Vice President of Development, the Grants Administrator (GA) is responsible for coordinating and managing the activities of the Grants and Institute staff, both before and after the awards process. Coordinates and manages Suite 100 facility logistics, personnel and workflow. Monitors and ensures that standards and deadlines for proposals are maintained. Reviews proposals for completeness, and ensures compliance with organizational standards, policies, and procedures. Is the main liaison for contract grant writers, ensuring they receive data requested in a timely fashion. Maintains records of funding sources, proposals submitted, and status of submissions. Is responsible for the preparation and management of proposals in accordance with funder’s policies and legal requirements. Negotiates contractual provisions with potential partners, and is the liaison and single point of contact for all current or proposed collaborating organizations. Provides input to VP for strategic decisions of the Grants team and the Institute. Ensures that department goals are met, and adherence to approved budgets (Grants & Institute) is maintained. Performs highly specialized and confidential administrative work. Maintains records and reports on projects and collaboration between staff within AltaMed’s Grants Department and Institute of Health Equity. This position works with all levels of the organization in facilitating and coordinating cross-functional teams through all phases, including providing information to supervisors, co-workers, and subordinates by observing, receiving, and otherwise obtaining information from all relevant sources; analyzing information and evaluating results to choose the best solution and solve problems. Developing specific plans to prioritize, organize, and accomplish work needed for both Grants Development and Grants Management. Communicating with people outside the organization, representing the organization to customers, the public, government, and other external sources. Developing constructive and cooperative working relationships with others. The GA will assess the value, importance, or quality of things or people. Compiling, coding, and categorizing or verifying information or data. Assisting VP of Development to handle complaints, settle disputes, and resolve grievances and conflicts, or otherwise negotiate with others. Using relevant information and individual judgment to determine whether events or processes comply with laws, regulations, or standards. Getting members of a group to work together to accomplish tasks. Scheduling events, programs, and activities, as well as the work of others. Developing, designing, or creating new applications, ideas, relationships, systems, or projects.



  1. Works independently with minimal supervision on assigned projects, requiring independent judgment to assume responsibility for department operations and details to insure proper action and routing of tasks for the Grants Department and Institute for Health Equity.
  2. Supports, guides, and ensures that Grant Writers, both Staff and Contract on deadlines, are provided with project-required documentation, data query requests, stakeholder input.
  3. Ensures the completeness of submissions, including maintaining records of proposals submitted, and status of submissions.
  4. Assist in developing and implementing plans and goals for the department.
  5. Work with VP of Development to coordinate and supervise daily operations.
  6. Ensure compliance with regulations and internal policies and procedures.
  7. Supervises payment vouchers, processing of received checks, and the purchase of office supplies and equipment.
  8. Supervises timely completion of, and may also process, contracts and invoices
  9. Coordinates supporting documentation for contract review and approval.
  10. Supervises preparation for special meetings, press conferences and events.
  11. Coordinates conference calls and online meetings and other department related trainings as needed.
  12. Assists VP to prepare an annual budget to achieve financial objectives
  13. Monitors expenditures, analyzes variances, initiates corrective actions
  14. Coordinates and finalizes projects according to the specifications and deadlines.
  15. Serves as liaison with vendors on Institute and Grant related matters.
  16. Onboards staff, including coordination with HR & IT, coaches and mentors administrative staff, which may include supervision, performance management and staff development
  17. Manages office security issues, construction, office policy adherence and HR concerns.
  18. Provides guidance for highly visible and multi-faceted Institute and Grant projects.
  19. Identifies and engages subject matter experts in order to coordinate the planning and implementation of projects.
  20. Ensures that project tasks and resource requirements are defined, developed and deployed
  21. Provides direction to and coordinates departmental work products and deliverables.
  22. Monitors and reports on project timelines and task dependencies.
  23. Performs other related duties as assigned.



  1. Bachelor’s Degree is required.
  2. A minimum of four years experience with Grants, both developing proposals and managing awards is required.
  3. Bilingual Spanish English is preferred, but not required.
  4. Health Care experience is preferred.



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