Grants Administrator

Looking for a chance to do meaningful work that touches millions? Come join the hardest working, not-for-profit health plan in California and help us shape the future of health care. Blue Shield of California is focused on transforming health care by making it more accessible, affordable and customer-centric. Being a mission-driven organization means we do much more than serve our 3.5 million members: we were the first health plan in the nation to limit our annual net income to 2 percent of revenue and return the difference to our customers and the community, and since 2005 we have contributed more than $325 million to the Blue Shield of California Foundation to improve community health and end domestic violence. We also believe that a healthier California begins with our employees, so we provide them with resources to develop and maintain a healthy lifestyle through our award-winning wellness program, Wellvolution.

We're hiring smart thinkers and doers who want to work for a leader and innovator in the challenging, ever-changing healthcare space. Come and help us make health care better for everyone.

Job Details

About Blue Shield of California Foundation
Blue Shield of California Foundation (the Foundation) is one of the largest healthcare grantmaking organizations in California. The mission of the Foundation is to improve the lives of all Californians, particularly the underserved, by making health care accessible, effective and affordable, and by ending domestic violence.  In 2015, the Foundation will award over $30 million in grants to nonprofit organizations, and conducted strategic research and program development. 

Position Description
The Grants Administrator facilitates the Foundation’s grantmaking operations through all stages of the process. This position will be responsible for managing and monitoring all grants authorized by the Foundation and ensuring consistent grant processing. The Foundation is committed to process excellence and empowers and entrusts staff with the task of continuous process improvement and examination of the impact of our processes on our various audiences, particularly grantees and grant seekers. The position will manage a robust database – Fluxx is our new operating system – and use it to support the grants administration function, as well provide guidance to program staff on grantmaking strategy and procedures.  The Grants Administrator is responsible for ensuring data integrity, designing customer support to external parties, and supporting internal staff and reports to the Grants Manager.  The successful candidate will possess collaboration and problem-solving skills, and will provide seasoned guidance on compliance issues as well as key financial and operational best practices.

The Grants Administrator provides both strategic and tactical leadership in the following areas:

Grants administration

  • Oversee overall grants flow process, document procedures, and manage all aspects of process implementation
  • Administer all components of the grants cycle, including: application processes, database management, grant review, grant documentation and grant compliance
  • Provide accurate grant data / information to Foundation staff, Board of Trustees, and other internal and external stakeholders
  • Prepare relevant grant docket materials for Board, committees, staff, and other audiences
  • Provide clear, concise instruction on grants administration policies and procedures to both grantees and staff
  • Analyze budget and expenditure reports and ensure compliance with IRS and foundation-specific regulations for assigned grants
  • Represent the Foundation to outside audiences

Workflow process optimization

  • Work internally with program staff and other stakeholders to structure and implement grantmaking requirements and ensure effective workflow.
  • Identify opportunities to optimize existing grant workflow, collaborating with other colleagues to implement while ensuring continued quality and timeliness across all aspects of the grant cycle

Stakeholder support

  • Serve as advisor for grants management system with both internal and external audiences, including troubleshooting and assurance of data integrity
  • Work collaboratively with finance team to ensure complete and accurate records of all foundation expenditures
  • Work with program assistants to ensure grantmaking inquiries are responded to appropriately, provide technical assistance on grant budgets and application guidelines when needed, and ensure compliance with reporting requirements
  • Communicate grant administration guidelines and policies to staff, grantees, and applicants as needed

Learning and Evaluation support

  • Provide insight and strategic advice about how to best leverage grants management system and processes in support of the Foundation’s learning and evaluation and capacities

Stakeholder training / capacity building

  • Deliver trainings for Foundation staff on topics such as compliance, policies, internal processes, and systems related to grants management
  • Conduct ongoing grants administration, program and foundation management research, including analyses of grant reports and program trends

Other organizational projects

  • Execute special projects as assigned

Job Required Education/Experience 

Required Competencies & Skills
The successful candidate will possess excellent attention to detail, be customer service oriented, and enjoy staying attuned to innovations in the field. More specifically, the Foundation seeks a professional who has:

  • Demonstrated grants administration experience
  • Skill in organizing information quickly and easily
  • Proven analytical skills – translating data into information
  • Excellent database management and reporting skills
  • The ability to easily interact with a wide range of people and styles
  • A generous and curious nature, coupled with a sense of humor, and grace under pressure

The successful candidate will have:

  • A Bachelor’s degree and three years grants and contracts or related work experience, or equivalent combination of education and experience required
  • Advanced systems skills, especially knowledge and understanding of Fluxx and Excel (or a willingness and ability to quickly get up to speed on both, as demonstrated by experience in another grants operating system)
  • Ability to communicate and design communication approaches for relaying technical, budgetary, and program details to staff, consultants, grantees and applicants in clear and user-oriented manner
  • Experience in implementing policies and procedures
  • Ability to implement effective workflow processes and procedures
  • Skilled in working with internal staff to marry system and process needs
  • Ability to facilitate smooth communication and work flow process across operations, finance, public affairs, and program functions
  • Ability to think critically, act decisively, and synthesize program and operational issues
  • Willingness to take initiative, high level of self-motivation and ease working independently or as part of a team
  • Ability to juggle multiple competing priorities and consistently deliver
  • Ability to independently bring tasks and projects to successful and timely resolution
  • Skilled in managing up and across and building resilient collegial relationships
  • Ability to objectively analyze a situation and evaluate pros and cons of any course of action
  • Ability to draw connections between what we do and how we do it and concern with the impact of the Foundation’s work

Blue Shield of California is committed to remaining a drug-free work place. All positions require a pre-employment background investigation and drug screen. Blue Shield of California is an Equal Opportunity Employer - EEO/MF/disabled/veteran.

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