What are the responsibilities and job description for the Grant Operations Assistant position at St. Barnabas?
The Grant Operations Assistant provides operational and grant support to ensure the efficient day-to-day functioning of activities at the Population Health department. This role supports leadership and frontline teams by coordinating workflows, managing documentation, tracking grant-funded project deliverables, and assisting with reporting, scheduling, and communications. The Operations Assistant plays a key role in supporting compliance, accountability, and timely execution of operational and grant-related priorities.
1. Promote a safe, cooperative and professional health care environment to ensure optimum patient care (as per HR Policy 113c).
2. Adheres to all hospital policies, procedures, rules and regulations, including but not limited to, absenteeism, ETIME, cellular telephone usage, dress code and rules of conduct.
3. Makes Customer Service a priority, treating customers (patients, visitors, and co-workers) in a professional manner exercising courtesy and tact. Effectively communicates with patients and others about SBH services in their area(s) of expertise or responsibility and ensures that concerns, questions or issues reach the right person(s) in SBH in a timely fashion.
4. Demonstrates the standards of performance and behaviors consistent with the DRIVE to Patient-Centered Excellence.
5. Provide administrative and operational support grant project workflows, including scheduling meetings, tracking action items, and following up on operational deliverables.
6. Support onboarding, training logistics, and coordination of meetings, events, and staff communications.
7. Track grant-funded project activities and deliverables to support on-time completion and compliance with funder requirements.
8. Maintain grant documentation, timelines, and supporting materials in collaboration with program managers and leadership.
9. Assist with data collection, tracking, and preparation of routine grant reports and progress updates.
10. Monitor deadlines and alert leadership to upcoming reporting or deliverable requirements.
11. Support basic data collection and reporting activities, including maintaining spreadsheets and tracking operational and grant metrics.
12. Assist with preparation of routine reports, summaries, and presentations for internal and external stakeholders.
13. Performs other related duties at the discretion of the Vice President / Senior Director.
14. Attend scheduled department and division meetings and participate as appropriate.
Qualifications:
Education Required:
- Associate’s Degree or coursework in healthcare administration, business administration, public administration, or a related field.
License/Certification/Registration(s) Required
- None
Experience/Skills Required
- Minimum of 1 year of administrative or operational support experience
- Experience supporting grant-funded programs or project coordination preferred
- Strong organizational and time-management skills
- Attention to detail and ability to track multiple deadlines and deliverables
- Proficiency in Microsoft Office (Word, Excel, Outlook)
- Strong written and verbal communication skills
- Ability to work independently and collaboratively in a fast-paced healthcare environment