POSITION PURPOSE

The Grant Business Specialist (GBS) supports the MercyOne Philanthropy grant stewardship program; by providing administrative, financial and compliance oversight activities for grants and contracts across the health system. The GBS manages the grantor stewardship strategy through all phases of the grant, from award through close out. Multitude of awards from government and private funders that include program and research grants/contracts awarded to various MercyOne Heath entities ranging from hospitals, clinics, community outreach and higher institutes of learning. The position is responsible for ensuring grant expenditures are allowable, allocable, and reasonable per the terms of the grant contract, government regulations and organizational policies. Maintaining complete and accurate, program and financial auditable records; ensuring that grant expenditures are properly supported and approved. GBS works within the grant management calendaring software system to track all grant reporting due dates to guaranty timely submission.

ESSENTIAL FUNCTIONS

• Reviews all proposed grants budgets prior to submission to ensure consistency with proposal requirements; accuracy in the calculation of salaries, direct and indirect expenses; compliance with established regulations; and makes recommendations to program staff and grant developers for revisions when appropriate.
• Timely preparation of grant files, fund set-ups and budget summaries for all new grants or contracts awarded to MercyOne Health Philanthropy and supporting entities.
• Provide technical guidance to System, Division and local staff in relation to the administration of grants and contracts, including, but not limited to, aiding with interpreting grant agreements/contracts, and reviewing federal regulations.
• Facilitate grant kick-off meetings for new awards, providing educational in-services for internal staff and external sub-award partners. Develop workflow processes for reporting, reimbursement, along with setting roles and responsibilities for each grant.
• Resolve grant related issues including but not limited to budget revisions, personnel and scope changes, determination of grant/contract personnel roles and responsibilities, and grant administration training/retraining for all appropriate grant staff.
• Provide training to both internal staff and external partners on grant elements within organization software systems. Ensure proper grant coding, goals and report tracking it being completed accurately.
• Conduct sub-awardee risk analysis.
• Draft and negotiate outgoing subaward agreements and amendments.
• Review and determine allowability for sub-award changes.
• Coordinate the timely inactivation and closure of grants/contracts both internally and externally.

• Responsible for ensuring that all grant/contract reporting, and invoicing deadlines are met by maintaining a comprehensive deadlines reminder system and notify proper staff of pending report and activities deadlines, confirming that all reports are filed correctly and on time.
• Evaluate/Monitor all budgets and analyze all costs according to contract terms, scope of work, and goals.
• Review all grant expenditures for accuracy, appropriate supporting documentation, and compliance with grant/contract requirements and all appropriate laws and regulations prior to reimbursement requests. Use various software systems to obtain expenses documentation. Accurate calculations of time and effort expenses that are in alignment with regulations and policies.
• Prepare and submit, timely and accurate invoices and financial and subaward reports for each award as required by the individual agreement or contract.
• Create regular reports such as budget vs. expenditures, forecasting and decision aides for grant program and senior leadership. Collaborate with the grants support team to develop plans for grant/contract expenditure activities to maximize efficient use of funding.
• Responsible for reconciliation of grant/contract monthly expenditures.
• Work with Accounting, Philanthropy Operations, and other departments across the health system to ensure the grant awards and payments are properly recorded in financial and Constituent Relationship Management software systems.
• Resolve grant related issues by providing technical guidance including but not limited to budget revisions, personnel and scope changes, determination of grant/contract personnel roles and responsibilities, and grant administration training/retraining for all appropriate grant staff.

• Proactively identify compliance risks throughout the portfolio and advise programs, support teams and senior leadership on necessary actions.
• Ensure grants and contracts are well administered. Responsible for providing Program Director/Director/Principal Investigator and support teams with general, administrative, compliance and organizational procedures to support grant stewardship.
• Coordinate and facilitate regular and timely grant meetings throughout the life of the grant.
• Budget spending is in alignment with program goal status.
• Engages with program staff across the organization to monitor and revise grant budgets throughout the year and life of the project(s).
• Actively monitors sub-recipients, and serves as liaison between the sub awardee, program team and grantor.
• Resolve grant related contract changes including but not limited to budget revisions, personnel and scope changes, determination of grant/contract personnel roles and responsibilities, and grant administration training/retraining for all appropriate grant staff.
• Develop and maintain a positive relationship with grantors and external sub-award partners to facilitate the successful completion of grant projects, strengthening grantor relationships.

• Maintain complete electronic auditable files for each award, ensuring that all appropriate documentation is current.
• Maintain detailed financial records for each grant/contract, ensuring that files are accurate and available in a timely manner upon request.
• Participate in MercyOne Health audits, including but not limited to, single audits and grantor site visit; acting as a main financial point of contact or as a resource when necessary.
• Conduct sub-awardee grant audit activities including desk review, site visit audits, Financial Statement and single grant audit impact analysis. Prepare and submit grantee desk review/audit result documentation.

• Available to work on other duties as assigned that may arise from time to time.
• Supports the Philanthropy departments’ System Manager, Grant Compliance on projects for the department.

• Bachelor’s degree in Business-related, Accounting, Finance or related field, or three to five years of grant related administrative and financial management experience (preferably working within a complex Hospital system, with multiple facilities or entities to support).

• Required: 3-5 years of previous job-related experience
• Details: Minimum of 3 to 5 years accounting and/or finance experience in grant budgeting, reporting, expenditure tracking and variance analysis.
• Preferred: Knowledge of Uniformed Grant Guidelines 2 CFR part 200.

• A minimum of three years successful professional experience in grant/contract accounting or management with federal, state, and private funding
• Strong skills managing people, processes and timelines
• Proven ability to track and manage multiple projects and processes simultaneously in a deadline-driven environment
• Strong accounting skills; knowledge of Generally Accepted Accounting Principles and Uniformed Grant Guidelines 2 CFR part 200
• Competency in project management
• High level of initiative, attention to detail and exceptional organizational skills.
• Ability to work under time-sensitive deadlines with minimal supervision
• Behavioral competencies should include the ability to identify patterns or connections between situations