Grants and Contracts Analyst - La Clinica de La Raza

Who we are: La Clinica de La Raza is a non-profit, community-based health center established in 1971 to address health barriers and create better lives for the underserved. We have proudly grown into 35 sites across Alameda, Contra Costa, and Solano County. To learn more about our history, click here: Our History - La Clinica or visit our website at www.laclinica.org.  

Job Summary:

Under general direction of the Chief of Planning & Strategic Advancement and in collaboration with the Senior Planner, supports Planning Department’s grants and contracts monitoring, budgetary monitoring, compliance, and administration functions. In order to be successful in the position the individual must possess the following skills: working independently and as part of a team; ability to take a leadership role; assessing and prioritizing multiple tasks, projects and demands; designing and drafting technical documents; working within deadlines to complete projects and assignments; establishing and maintaining effective work relationships with internal and external parties; utilizing Excel and other applications in the Microsoft Suite, specialized budgetary software such as Adaptive, database software such as FileMaker Pro.

Major Areas of Responsibility, include but are not limited to:

Duties/Responsibilities:

• General: Supports document development, file maintenance, documentation, and training processes related to proposal writing and contract management processes; ensures that La Clínica is using uniform and up-to-date templates; works with internal and external stakeholders; assures that assigned grants and contracts are reviewed, optimized, filed, and properly maintained; assists in the preparation and packaging of contracts, reports, and other documents; responds to requests for additional information; acts as liaison between Planning, Fiscal, and Department Managers related to grant/funding requirements; ensure audit-readiness of the Planning Department’s entire grants portfolio (150+ grants) by adhering to La Clinica’s outlined Policies and Procedures.
• Pre-Award: Assists Planners to prepare required proposal documents (such as scope of work, budget, and budget justification) based on funder requirements and specifications; prepares memoranda of understanding and other contracts with partner agencies based on funder requirements and specifications and La Clinica’s standard formats as developed by La Clínica’s attorneys. Revises sub-contract template as needed to include specific language requested by Funder.
• Post-Award:
  • Grant and Contract Development and Revisions: Prepares and coordinates execution of sub-recipient agreements with partner agencies and grant-funded vendor contracts based on funder requirements and specifications and La Clinica’s standard format; reviews and summarizes contracts & agreements to disseminate to stakeholders; assists Planners to prepare all required grant/contract documents (such as scope of work, budget, and budget justification); coordinates communication of contract requirements to La Clínica departments and sub-recipients; monitors contractual deadlines with staff on a monthly/quarterly basis;
  • Grant and Contract Budgetary Monitoring:  assists in the preparation of requests for budget revisions and changes in scope of work as requested by Funder or internal personnel, work closely with Fiscal Department to ensure consistent and coordinated effort to manage grant expenditures through the grant cycle.
  • Grant Revenue Optimization: Under the general direction of the Senior Planner and in collaboration with other Planning Department staff, ensures to the greatest extent possible that La Clínica captures all budgeted grant revenue for all awards managed by the Planning Department.
• • • Reviews, monitors, and guides appropriateness of expenditures on awards and makes recommendations for program changes, cost reductions, or spending to maximize budget usage;
    • Proactively identifies risks, trends, and variances, as well as investigating discrepancies in budgeted versus actual amounts;
    • Identifies opportunities for improving the grant administration process and participates in other internal process improvement initiatives;
    • Supports the agencywide annual operations budgeting process as it pertains to grant revenue and expense projections;
    • Enters budget data into the organization’s identified budgeting software and works with the Fiscal Department and other internal stakeholders to reconcile any discrepancies;
    • Coordinates with Planners to respond to requests for budget revisions as requested by funders or internal personnel;
• • Funder Site Visits and Audits: Assists with site visit preparation and information requests from auditors, funders and other regulatory bodies as needed.
• Compliance: Develops and periodically reviews Policy and Procedures to document individual contract requirements for dissemination to others within and outside the Planning Department; works with internal stakeholders, including Compliance, to ensure that P&P’s are communicated to all involved parties; conducts internal contract audits to ensure contracts are audit ready; supports the development and maintenance of updated policies and procedures related to grants and contract management; prepares for and conducts site visits from funders and with sub-recipients based on contract requirements; develops a system for tracking requirements of all active contracts that are monitored by the Planning Department.
• Supports the Pharmacy Director administratively to ensure compliance with 340B Drug Discount Program requirements, preparation of reports, and other related projects.
• Other duties as assigned.

Minimum Job Requirements:

Knowledge, Skills, and Abilities:

• Knowledge of data collection and budget analysis.
• Proficiency in Microsoft Word, Excel, and PowerPoint. Familiarity with ADP, FileMaker Pro, Adaptive, or similar database software systems.
• Knowledge of standard government contract regulations and principles of grant program management, including but not limited to the OMB Uniform Guidance, procurement requirements, GAAP principles, standard budgeting, and budget analysis.
• Excellent writing skills, ability to organize and present (in writing and orally) information in a clear and concise manner.
• Ability to organize, schedule, and manage multiple projects and tasks simultaneously.
• Ability to work under pressure and to meet external and internal deadlines.
• Ability to analyze, interpret and conceptualize complex financial and program information.
• Ability to work across cultures and demonstrate support of diversity, equity and inclusion.

Education and Experience:

• Possession of a bachelor’s degree in business, public administration, public health, economics, accounting, or related field.
• Two or more years of experience in social services setting performing grants and contracts administration and compliance activities. Experience in community health and or human services field highly desirable.
• Experience with grants management lifecycle activities, particularly those related to budgetary monitoring, e.g., actual vs. budget variance comparative analysis.
• Experience with leading or participating in process improvement initiatives is highly desirable.
• Experience with pre- and post-grant award activities, including budgeting, reports, scope of work, closeout, and monitoring.
• Experience working on internal and external audit/compliance issues to ensure audit-ready documentation.

Physical Requirements:

• Remaining in a stationary position, often standing, or sitting for prolonged periods
• Bending/lifting, pushing/pulling, adjusting, or moving objects weighing up to 15 pounds in all directions and occasionally more.
• Repeating motions that may include the neck, wrists, hands and/or fingers.
• Upper extremity demands: Reaching above shoulder and/or below waist.