Position Overview
The RHTP Grant and Contract Administrator is responsible for the day-to-day management, coordination, monitoring, data collection, budget oversight, and reporting of an assigned portfolio of Rural Health Transformation Program (RHTP) grants, initiatives, and partner organizations.Working under the direction of the RHTP Program and Data Manager, this position works directly with participating organizations to ensure grant activities remain on track; required data and performance measures are collected and translated into clear reports; budgets and expenditures are appropriately monitored; milestones and deliverables are completed; and required documentation and reporting are accurate and timely.This position requires a highly self-motivated, organized, and self-directed professional who can work effectively both independently and as part of a team. The Grant and Contract Administrator is expected to take ownership of assigned responsibilities, anticipate deadlines and follow-up needs, communicate proactively with partners, and move work forward without continuous direction. Strong professional judgment, partner relationship skills, technology skills, and comfort working with data and budgets are essential.Three Grant and Contract Administrators will support the RHTP portfolio as a collaborative team. Each manager will be assigned a defined group of grants, initiatives, and partner organizations based on program needs and workload and will coordinate closely with the RHTP Program and Data Manager, Data Analyst, and fellow Grant and Contract Administrators to provide consistent oversight, shared support, and coverage across the RHTP program.
Primary ResponsibilitiesGrant & Partner Portfolio Management
- Manage the day-to-day implementation and monitoring of assigned RHTP grants, initiatives, contracts, and partner organizations.
- Maintain a working knowledge of assigned scopes of work, implementation plans, budgets, milestones, deliverables, performance measures, reporting requirements, and applicable grant guidance.
- Serve as the primary day-to-day contact for assigned partners and conduct regular check-ins regarding implementation progress, deadlines, performance, budgets, documentation, and outstanding needs.
- Maintain organized grant calendars, milestone and deliverable trackers, reporting schedules, partner documentation logs, action items, and other project-management tools.
- Monitor partner activities against approved scopes, workplans, timelines, budgets, and grant requirements; proactively follow up on incomplete or outstanding responsibilities.
- Conduct routine subrecipient and partner monitoring, including documentation reviews, site visits, follow-up, and verification of compliance with assigned responsibilities and deliverables.
- Identify activities that are delayed, incomplete, or at risk; work with partners on appropriate corrective steps and communicate significant concerns to the RHTP Program and Data Manager.
- Support approved contract amendments, scope or workplan changes, budget modifications, and other program updates as directed.
- Help ensure grant-funded activities remain consistent with approved program, funding, geographic, and rural eligibility requirements when applicable.
Data Collection & Performance Monitoring
- Coordinate collection of required program data, performance measures, service counts, outcomes, referral information, and other grant-specific metrics from assigned partners.
- Ensure partners understand reporting templates, data definitions, performance measures, documentation requirements, and submission timelines.
- Compile and organize information received from multiple organizations and conduct first-level review for completeness, accuracy, consistency, timeliness, and alignment with established data definitions.
- Identify missing information, inconsistencies, unusual results, or other data-quality concerns and work with partners to resolve them.
- Coordinate with the Data Analyst and RHTP Program and Data Manager to reconcile data issues and prepare information for dashboards, performance reports, and organizational analysis.
- Monitor performance against established baselines, targets, milestones, deliverables, and outcome measures.
- Translate program and performance data into clear reports, summaries, tables, spreadsheets, narratives, and other reporting materials.
- Maintain appropriate supporting documentation and protect confidential information in accordance with applicable HIPAA, FERPA, privacy, security, and data-sharing requirements.
Reporting & Documentation
- Prepare and coordinate assigned portions of monthly, quarterly, annual, milestone-based, and other required RHTP reports and data submissions.
- Draft clear reporting narratives addressing activities completed, milestones achieved, performance results, implementation barriers, corrective actions, significant changes, and other required information.
- Support preparation of baseline reports, implementation plans, annual summaries, sustainability updates, future-year targets, and other required program documents.
- Compile partner data and supporting documentation sufficiently in advance of deadlines to allow for internal review, correction, and submission.
- Ensure reported activities, performance measures, and expenditures are supported by appropriate documentation.
- Maintain organized and audit-ready grant files in accordance with applicable record-retention requirements, including reports, supporting documentation, partner correspondence, agreements, approvals, and corrective actions.
- Assist with responses to AHCA, CMS, auditors, monitoring teams, and other authorized reviewers when documentation or clarification is requested.
- Stay current on reporting requirements and changes communicated through AHCA guidance, amendments, technical assistance, or other official program communications.
Compliance, Milestones & Quality Improvement
- Monitor assigned partners for compliance with approved scopes of work, contractual responsibilities, milestones, reporting requirements, documentation standards, and other applicable grant requirements.
- Track milestone completion and supporting documentation throughout each reporting period and identify potential missed deadlines, performance concerns, or compliance risks early.
- Work with partners and the RHTP Program and Data Manager to develop and monitor corrective actions when deliverables, performance measures, documentation, spending, or other requirements are not being met.
- Participate in continuous quality improvement activities, performance reviews, referral audits, PDSA cycles, and other improvement efforts applicable to assigned grants.
- Track corrective actions through resolution and help identify successful practices, recurring challenges, and opportunities for program improvement.
- Support annual reviews, sustainability planning, future-year target development, and budget-period readiness for assigned grants and partners.
Fiscal, Budget & Invoice Monitoring
- Work with assigned partners to understand and maintain approved RHTP budgets, spending plans, fiscal documentation, and related grant requirements.
- Monitor expenditures against approved budgets and scopes of work to help ensure spending remains on track, appropriately documented, and consistent with allowable AHCA-funded activities.
- Identify potential concerns such as underspending, overspending, significant variances, unsupported costs, unusual expenditures, or spending outside approved categories and follow up as appropriate.
- Maintain regular communication with partners regarding budget status, anticipated spending, documentation needs, invoice requirements, and fiscal deadlines.
- Collect and review invoices, expenditure reports, receipts, milestone documentation, and other supporting materials for completeness and consistency with approved grant activities.
- Reconcile reported program activities, completed deliverables, and expenditures to help ensure fiscal documentation corresponds with the work performed.
- Work collaboratively with the RHTP Program and Data Manager, organizational finance staff, and Lead Applicant/Fiscal Agent to resolve budget questions, documentation concerns, spending issues, and potential budget modifications.
- Assist partners with correcting incomplete, inconsistent, or unsupported fiscal documentation and proactively follow up to ensure required materials are received on time.
- Maintain organized and audit-ready records supporting partner expenditures, reimbursements, budget monitoring, milestones, and grant activities.
This position provides program-level budget monitoring and partner support and works closely with finance staff; it does not independently authorize expenditures, approve payments, or serve as the RHTP Fiscal Agent.
Partner Support & Communication
- Build and maintain productive working relationships with healthcare providers, public health organizations, behavioral health providers, EMS agencies, educational institutions, workforce organizations, community-based organizations, and other RHTP partners.
- Clearly and professionally communicate grant expectations, deadlines, reporting requirements, budget responsibilities, and areas requiring follow-up or correction while maintaining a collaborative and solution-oriented approach.
- Provide routine technical assistance to partners related to implementation, reporting, documentation, budgets, performance measures, timelines, and established reporting tools.
- Conduct partner meetings, site visits, education and training, technical assistance, and other in-person support as needed.
- Help partners resolve routine implementation and reporting questions and research grant requirements when additional clarification is needed.
- Document important meetings, decisions, outstanding issues, assigned responsibilities, and follow-up actions.
- Participate in RHTP team meetings, partner meetings, AHCA technical-assistance sessions, performance reviews, and other required activities.
- Coordinate and cross-train with fellow Grant and Contract Administrators to promote consistent practices, shared support, and coverage across the RHTP portfolio.
- Provide regular updates to the RHTP Program and Data Manager regarding partner progress, upcoming deadlines, budget or performance concerns, risks, and unresolved issues requiring management attention.
Minimum Qualifications
- Minimum of three (3) years of professional experience in grant management, contract management, program or project management, healthcare administration, public health, nonprofit administration, compliance, performance management, or a related field.
- Demonstrated ability to independently manage multiple grants, projects, partners, deadlines, deliverables, budgets, and reporting requirements while maintaining accurate and organized records.
- Experience collecting, organizing, reviewing, and reporting program or performance data, including the ability to identify missing or inconsistent information and translate data into clear reports, summaries, tables, spreadsheets, and performance updates.
- Ability to interpret contracts, scopes of work, grant requirements, approved budgets, performance measures, reporting instructions, and program guidance.
- Ability to review and monitor grant budgets, expenditures, invoices, and supporting documentation; track spending against approved budgets; identify discrepancies, unsupported expenditures, or compliance concerns; and work with partners to resolve issues.
- Advanced proficiency in Microsoft Office is required, including Word, Outlook, PowerPoint, and particularly Microsoft Excel. Candidates must be able to work confidently with complex spreadsheets and datasets, including formulas and functions, sorting, filtering, validation, reconciliation, and preparation of data for reporting and analysis.
- Advanced proficiency in Google Workspace is required, including Google Drive, Docs, Sheets, Slides, Gmail, and Calendar, with the ability to effectively create, organize, share, and collaboratively manage documents, files, and shared resources.
- Excellent written and verbal communication and relationship-management skills are required, including the ability to communicate clearly and professionally with grant partners, healthcare and community organizations, government agencies, coworkers, and leadership regarding requirements, deadlines, budgets, reporting needs, and areas requiring follow-up or correction.
- Strong organization, follow-up, and follow-through skills are required. Candidates must be able to anticipate deadlines, track outstanding information, independently follow up on missing data or documentation, establish priorities, solve routine problems, and move assignments through completion without continuous supervision.
- Strong attention to detail and professional judgment, including the ability to recognize reporting errors, incomplete documentation, missed deadlines, inconsistencies, and other potential compliance or performance concerns and take appropriate action.
- Ability to appropriately manage confidential or sensitive information and follow applicable privacy and data-security requirements.
Preferred Qualifications
- Bachelor’s degree in public health, healthcare administration, business administration, public administration, nonprofit management, organizational management, finance, or a related field preferred; equivalent relevant professional experience will also be considered.
- Experience with state or federally funded grants or contracts, including work with subrecipients, contractors, community partners, or other participating organizations.
- Experience working in healthcare, public health, rural health, Medicaid, community health, behavioral health, workforce development, or a related field.
- Experience with grant budgeting, expenditure monitoring, fiscal documentation, or reimbursement-based grant programs.
- Experience with performance dashboards, data reporting, program evaluation, and continuous quality improvement, including familiarity with corrective action plans, root-cause analysis, or Plan-Do-Study-Act (PDSA) methods.
- Experience with electronic health records, referral systems, population-health data, or other healthcare data systems is helpful but not required.
- Florida Certified Contract Manager (FCCM) certification or similar state contract-management experience preferred but not required; training will be provided.
Travel Requirements
This position requires periodic travel throughout Northwest Florida for partner meetings, site visits, education and training, monitoring, and other program-related activities. Employees will generally use their personal vehicle for local and regional travel and will be reimbursed for approved mileage and travel expenses in accordance with organizational policy.
Ideal Candidate
The ideal candidate is a responsible, self-motivated, and highly organized professional who takes ownership of their work and follows responsibilities through to completion. They must be comfortable working independently, collaborating with an internal team, and building strong working relationships with outside partner organizations.Strong communication and follow-up skills are essential. The successful candidate will clearly communicate expectations, maintain regular contact with assigned partners, and consistently follow up when data, documentation, reports, budget information, or other requirements are outstanding. They should be comfortable addressing missed deadlines, incomplete information, spending concerns, performance issues, or needed corrections while maintaining positive and productive partner relationships.The ideal candidate must also be highly comfortable with technology, spreadsheets, shared documents, and budgets. They should be able to collect and organize information from multiple organizations, identify missing or inconsistent information, monitor spending and documentation, and translate program and performance data into accurate, clear, and understandable reports and summaries.This position requires a self-starter who can anticipate needs, research requirements, gather information, coordinate with others, identify solutions, and keep work moving without routine reminders or continuous direction. The successful candidate should use sound judgment to determine when an issue can be resolved independently, when collaboration is needed, and when it should be elevated to the RHTP Program and Data Manager.Most importantly, the successful candidate will be accountable for results and dependable in their follow-through, working to ensure assigned deliverables, budgets, expenditures, documentation, data, and reports are complete, accurate, compliant, and submitted on time.This keeps essentially everything you had, but it removes the repeated statements about being a self-starter, working independently, following up, and taking ownership.
Pay: Up to $60,000.00 per year
Benefits:
- Dental insurance
- Flexible schedule
- Health insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: Hybrid remote in Crestview, FL 32536
