Grant Coordinator (TEMP)

ABOUT US  

Alameda Health System Foundation (AHS Foundation) is a 501(c)(3) nonprofit that seeks private contributions and corporate and foundation grant funding for the East Bay region’s largest public health and safety-net hospital and clinic network, Alameda Health System (AHS). AHS’s network of facilities includes Alameda Hospital, Wilma Chan Highland Hospital Campus and Level 1 Trauma Center, John George Psychiatric Hospital, San Leandro Hospital, Fairmont Hospital, and outpatient Wellness Centers in East Oakland, Hayward, and Newark.  

We advance health equity throughout Alameda County by securing funding and community support for Alameda Health System’s (AHS’s) strategic priorities that increase access to quality care, address unmet social needs, and build a community-centered workforce. AHS Foundation’s office is located in Oakland.  

Equal Opportunity Employer

As an equity-centered organization, we seek individuals with diverse skills and experiences to reflect and serve our community. We strongly encourage women, people of color, LGBTQ folks, people with disabilities, foreign-born residents, bilingual individuals, and veterans to apply. The Foundation is an equal-opportunity employer. Applicants will not be discriminated against because of race, color, creed, sex, sexual orientation, gender identity or expression, age, religion, national origin, citizenship status, disability, ancestry, marital status, veteran status, medical condition, or any protected category prohibited by local, state, or federal laws.

ABOUT THIS TEMPORARY OPPORTUNITY

The Foundation is conducting a strategic review of grants management operations and departmental structure. During this transition period, they are seeking a skilled Grant Coordinator to provide critical support for a government grants portfolio while assessing long-term organizational needs. Upon completion of the assessment, a full-time position will be posted, and the person in this role will be invited to apply. The specifics of the permanent role cannot be confirmed until the needs assessment is complete.

What This Means for You:

• Gain hands-on experience supporting a diverse portfolio of grants
• Contribute to process improvement and organizational development during a pivotal transition
• Opportunity to shape the future of grants management at the Alameda Health System
• Eligible and encouraged to apply when the permanent position is posted (Grant Coordinator or Grant Manager level)
• Eligible to receive full employee benefits during temporary assignment
• This is an excellent opportunity for someone looking to make an immediate impact while helping build the foundation for sustainable grants management infrastructure.

JOB SUMMARY

The Grant Coordinator provides essential coordination and administrative support for government grants management and compliance. This position may support the full lifecycle of grant administration, from prospect research and pre-award planning through post-award compliance, monitoring, and reporting.

Working closely with stakeholders, the Grant Coordinator ensures compliance with grant requirements, tracks deliverables and budgets, maintains accurate records, and facilitates communication. This role requires developing a deep understanding of The Alameda Health System's programs and services to effectively support mission-critical initiatives.

Note: The responsibilities listed below include work that has been undertaken in this area, but are not exhaustive nor fully reflective of the actual work you could undertake. We are seeking someone with a wide range of grant coordination/management experience who can assist across the spectrum of responsibilities.

KEY RESPONSIBILITIES

Grant Administration

• Maintain comprehensive documentation for all grant materials, including proposals, agreements, budgets, reports, and compliance records
• Monitor grant compliance and flag issues for resolution
• Track deadlines, deliverables, and milestones using project management tools
• Coordinate grant agreement execution with relevant parties

Reporting & Documentation

• Collect data from program teams and prepare accurate grant reports
• Maintain data integrity across grant management systems and databases
• Prepare periodic statistical and narrative reports as required

Financial Monitoring

• Monitor grant budgets and identify needs for reallocations or extensions
• Coordinate with vendors for grant-funded expenditures
• Track fiscal data and communicate budget modifications to funders

Collaboration & Communication

• Serve as liaison between internal teams and external funders
• Coordinate with stakeholders to ensure timely deliverable submission
• Provide technical assistance on compliance and reporting requirements

Process Improvement

• Document current processes and recommend best practice improvements
• Support development of improved grants management workflows
• Participate in organizational needs assessment during transition period

REQUIRED QUALIFICATIONS

Education:

Bachelor's degree or equivalent experience in Business, Public Health, Public Administration, Nonprofit Management, or related field

Experience:

·        2 years of experience in grants administration, data management, and/or nonprofit environment

·        Demonstrated experience managing complex projects with multiple stakeholders

Technical Skills:

·        Advanced proficiency with Microsoft Office Suite (Teams, SharePoint, Word, Excel, PowerPoint, Outlook)

·        Strong database management skills

·        Ability to learn and utilize web-based information systems

Core Competencies:

·        Excellent organizational and time management skills with exceptional attention to detail

·        Strong written and verbal communication skills

·        Ability to prepare clear and comprehensive reports from oral and written instructions

·        Strong online research skills and aptitude

·        Familiarity with budget tracking and fiscal analysis

·        Ability to interpret and apply grant regulations, policies, and procedures

·        Ability to exercise independent judgment and initiative within established policies and procedures

PREFERRED QUALIFICATIONS

·        Experience with data management systems (Salesforce, Raiser’sEdge)

·        Familiarity with government grants, contracts, and compliance requirements

·        Experience with project management software/tools

·        Knowledge of healthcare grant programs

·        Grant writing experience

·        Experience in a healthcare or public health setting

·        Experience with organizational change management or process improvement

PHYSICAL REQUIREMENTS AND WORK ENVIRONMENT

·        Activity: Sit continuously (more than 2/3 of work shift); stand and walk occasionally (up to 1/3 of work shift)

·        Motion: Bend/twist, carry/lift, reach, and squat up to 1/3 of time

·        Weight Lifted: Up to 10 lbs occasionally

·        Use of Hands: General and precise motor function; repetitive motion 1/3 or more of time

·        Work Environment: Office setting with computer terminal work; tasks involve no exposure to blood, body fluids, or tissues

OTHER INFORMATION

All employees are required to show proof of vaccination against Flu and COVID-19, annually. Employees may be required to wear masks in public spaces of the office, including in open cube areas.

The Foundation is committed to transparency throughout this transition. We will communicate with the temporary Grant Coordinator regarding the timeline for needs assessment completion and any decisions about permanent position creation.