This position description is a guide to the critical duties and essential functions of the job, but is not an all-inclusive list of responsibilities, qualifications, physical demands and work environment conditions. Position descriptions are reviewed and subject to change to meet the needs of the Training Fund and funding requirements.
Job Title: Grants and Contracts Administrator
Reports to: Grants and Contracts Manager
Office Location: Renton, WA
Worksite Designation: Telework
Live in the Puget Sound Region of the State of Washington with a reasonable commute to Renton, WA. Approximately 80-90% of the role will be remote. Up to 10-20% may involve attendance at in-person events, trainings, conferences, or team events on an as-needed basis.
The Healthcare Training Fund is a non-profit, labor/management partnership including eight major healthcare employers and the largest healthcare union in Washington State. Healthcare Training Fund was formed in 2008 and is a statewide program that addresses the workforce needs of participating employers and supports the career, knowledge, and skill aspirations of SEIU Healthcare 1199NW members. The Training Fund is the sponsor of the state-registered Health Care Apprenticeship Consortium (HCAC) and of the Virtual Healthcare Institute (VHI) serving a range of regional employers, unions, union members, and student candidates.
The Grants and Contracts Administrator position is responsible to track and support projects, and to ensure that contracts and grants deliverables are met, completed on time, and within budget. They will work with various members of the Training Fund team and external stakeholders. The Administrator must be highly skilled with spreadsheets to track budgets, dates, and other information. They also should be skilled in moving the work forward and driving for results in context of outcomes and compliance requirements of grants and contracts with varied stakeholders including staff and partners in senior positions. Work is performed under the supervision of the Grants and Contracts Manager in coordination with Director of Finance and Administration. The Grants and Contracts Administrator is a team member helping to scale our work through tight administration and team work, and building lasting relationships and programs with our partners; including our funders, contractors, members, participating employers, participating unions, regulatory staff and agencies, regional and occupational healthcare industry groups, and community-based partners.
Level of Authority:
Performs administrative, document handling, recordkeeping, project management and collaborative duties. Under general guidance of the Grants and Contracts Manager and with independence by task and experience, following program priorities within organizational policies and procedures.
Incumbent must have the skills, abilities and judgment to perform the following essential job duties and responsibilities, with or without reasonable accommodation:
· Track and Coordinate all Grant funds and deliverables (unless otherwise specified) with internal and external stakeholders (including with labor/management partners) as required.
· In coordination with project leads and managers, ensure grant and project goals and outcomes are met and all aspects of the grant project/s runs smoothly and efficiently.
· Track and report on the completion of grant deliverables ensuring they are completed on time, are within budget and meet compliance requirements.
· Review Grant funding award terms, conditions and commitments with stakeholders to ensure that funds are expended in compliance with the applicable terms and conditions.
· Serve as liaison with grant coordinators and Training Fund staff and stakeholders, to develop funding proposals to support new and existing programs in line with Training Fund strategic plans.
· Prepare reports for grant-funded programs, including coordinating financial tracking, grant invoicing and reporting with the Finance department and Program staff regarding the execution and progress of grant-funded projects.
· Ensure staff and contractor time gets charged to appropriate grant, and the time is recorded per grant’s specifications.
· Collects and reviews data for reporting. Participate in data control, and collection of metrics.
· Ensure Training Fund and recipients of pass-through funds are following federal, state, and other financial and administrative requirements.
· Oversee the subcontract procurement and vendor approval process.
· Monitor changes to federal regulation and industry best practices and advises on current or emergent compliance concerns.
· Track and report on existing contracts, such as tutoring, instructors, curriculum developers, interpretation services, professional development services etc., ensuring that money, services and goods are received on time. Coordinate with Vendors, staff, and when applicable, program participants, as needed to ensure contractual intent is being met.
· Modify, update, and maintain contracts, grants and associated documentation, processing, and communicating changes.
· Participates in developing and maintaining procedures and processes
· Acts as an organizational representative in all situations, setting a strong example of professionalism, work completion and quality, and commitment to organizational goals and ethics.
· Establishes work priorities in a highly organized manner while maintaining flexibility in scheduling and adhering to quality requirements and deadlines.
· Performs other tasks and responsibilities as assigned.
· Strong Commitment to personal growth and development on issues of racial equity and diversity, and to advancing diversity, equity and inclusion health care workforce access
· Ability to critically evaluate and prioritize information gathered from multiple sources and reconcile conflicts
· Excellent verbal and written communication skills
· Excellent organizational skills and attention to detail
· Excellent interpersonal, negotiation and conflict resolution skills
· Excellent time management skills with a proven ability meet deadlines
· Strong analytical and problem-solving skills
· Proficient with Microsoft Office Suite or related software
· Proficiency with or the ability to quickly learn the organization’s databases, including, but not limited to Salesforce, Rouxbe, Monday.com, Canvas, Sharepoint, etc.
· Ability to work with integrity, credibility, professionalism and confidentiality
· Experience working with diverse populations and addressing participants’ unique needs
· Ability to follow privacy policies and respect for confidential information
· Incumbent must have skills, abilities and judgment to perform the following essential job duties and responsibilities, with or without reasonable accommodation
· Minimum of two (2) years of experience in grant management, contract management and project and/or program management and coordination.
· Experience managing federal and non-federal grant application/award processes and post award grants management.
· Experience with program or audit compliance and proper documenting practices.
· Experience in a union or labor management environment or an understanding of unions and ability to work in a labor/management environment.
· Ability to navigate well in labor/management settings and build and sustain partnerships with external stakeholders.
· Work with grant funders or in a grant environment.
· Experience working in an environment with multiple partners and stakeholders.
· Proven record of working collaboratively to meet performance goals.
· Intermediate or higher proficiency in database systems.
· Proven record of working collaboratively to meet performance goals
· Bilingual skills preferred
· Highly skilled with use of technology and data systems to regularly report, communicate, document and track information.
· High proficiency in Microsoft Office Suite and spreadsheets.
· Attention to detail and ability to comprehend, retain, and apply specific policy information.
· Strong interpersonal and communication skills, written and verbal.
· Willingness to learn and established history of learning and advancing own professional skills.
· Ability to independently exercise a high level of judgment.
· Experience working with diverse populations and addressing unique needs.
· Flexibility regarding hours; weekend and/or late hours will be required occasionally.
· Time management, organizational, and record keeping skills. Discipline in personal management, self-motivation, accountability and responsibility.
· Ability to follow privacy policies (like the Health Insurance portability and Accountability Act (HIPAA), the Family Educational Rights and Privacy Act (FERPA) etc.) and respect confidential information.
· Successful completion of background check is required
· Valid Washington State Driver’s License and access to a reliable insured vehicle
· Needs to live in or move to the State of Washington in assigned region.
· COVID-19 complete vaccination, shot documentation required or proof of meeting state or federal law, including medical disability under the American with Disabilities Act (ADA) guidelines, for not vaccinating
· Candidates will be evaluated on their lived and learned experience, professional background, volunteer experience and direct and transferable skills.
· Relevant Bachelor’s degree.
- Prolonged periods of sitting at a desk and working on a computer
- Must be able to lift 15 pounds at times
- Must be able to access and navigate the TF’s facilities, partner organizations, and classroom locations
This position provides services primarily in Washington State remotely and in person. Training Fund educational operations include limited program work in Oregon and Alaska. The position requires various “in-person” involvement with apprentices, employers, instructors, and community partners at multiple locations; other portions of this role will be split between telework and the Training Fund office. This position will require travel on an as-needed basis and during some non-traditional hours (early mornings, later evenings, and occasional weekends) to meet with participants and attend meetings at locations such as hospitals, schools, public places (community buildings, event venues, etc.), and partner organization sites. Note: COVID restrictions may require a higher level of remote work.
· Compensation Range: $27.58-$37.94/hr. (DOE)
· Above average retirement package
Other Benefits:
· Generous vacation and sick leave days
· Medical insurance paid in full for yourself and family through Kaiser Permanente
· Dental insurance paid in full for yourself and family through MetLife
· Vision insurance paid in full for yourself and family through MetLife
· Disability and life Insurance through MetLife
· LinkedIn Learning membership
· Employee Assistance Program (EAP)
· 11 Annual Paid Holidays, 3 personal holidays and winter break (closed 12/24 – 12/31)
· Two volunteer days
May be eligible for the following incidental benefits:
· Gym/trainer membership stipend
· Work-related professional development reimbursement
· Internet stipend (full-time “telework” or “hybrid” staff who are not provided inter access through other means)
We welcome candidates who:
· Demonstrate the skills, abilities, and experience needed for this role regardless of education and compensation history.
· Are inspired by our values of integrity, collaboration, innovation, equity, and outcome oriented.
· Are willing to grow in personal and professional learnings of social and racial justice.
· Demonstrate a commitment to improving outcomes for candidates for health care positions and incumbent health care workers furthering their careers.
At the Training Fund, we value our culture and prioritize diversity and inclusion more than what college you attended or what company you worked for before.
Position will remain open until filled.
This position description is a guide to the critical duties and essential functions of this position. It is not an all-inclusive list of responsibilities, qualifications, physical demands or work environment conditions. Position descriptions and job responsibilities before and after hire are subject to revision to meet the changing needs of our labor/management partnership. This is an at-will, exempt, and variable work schedule and location position.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Healthcare Training Fund is an equal opportunity employer. All employees and potential employees are entitled to be treated respectfully and without discrimination on the basis of race, creed, color, national origin, religion, sex, sexual orientation, gender expression and identity, age, political ideology, honorably discharged veteran or military status, or disability. Employees are protected from retaliation for complaining about discrimination, opposing discrimination, and cooperating in discrimination investigations.
Healthcare Training Fund has a non-discriminatory policy and is an equal-opportunity employer. Women, persons of color, bilingual/multilingual, and LGBTQ+ individuals are strongly encouraged to apply. Reasonable accommodations may be made to enable individuals with differing abilities to perform the essential functions.
Healthcare Training Fund is a harassment-free workplace.
Pay: $27.58 - $37.94 per hour
Benefits:
- Dental insurance
- Disability insurance
- Employee assistance program
- Health insurance
- Life insurance
- Paid time off
- Professional development assistance
- Vision insurance
Work Location: Hybrid remote in Renton, WA 98057
