Grants and Contracts Administrator

ORGANIZATIONAL BACKGROUND 

Central California Asthma Collaborative (CCAC) is a non-profit organization dedicated to advancing health equity and environmental justice by empowering Central California communities through services, research, advocacy, and data-driven solutions to reduce the burden of asthma. CCAC has 50+ full-time employees and six offices in communities from Bakersfield to Sacramento. CCAC receives funding from numerous state and federal agencies, as well as private foundations and health plans, to support core programs and dozens of special projects. CCAC has built a network of partner grassroots community-based organizations (CBOs) across the state that are frequently included as subcontractors or subgrantees in our projects.  

POSITION SUMMARY 

The Grants and Contracts Administrator will provide comprehensive administrative support for grant and contract initiation and management across multiple programs and funding sources. This position serves as a critical liaison between program leadership, finance, compliance, and external CBO partners and funders. The ideal candidate will demonstrate strong organizational skills, attention to detail, general knowledge of grant agreements and contracts, and the ability to manage multiple projects simultaneously. This role requires proficiency with various software systems and a commitment to supporting CCAC's mission to advance environmental justice and health equity in Central California. 

RESPONSIBILITIES 

• Prepare, execute and manage agreements with non-profit organizations across California that have been awarded grants or subcontracts by CCAC, ensuring all required signatures, approvals, and documentation are obtained 

• Manage CCAC pre-award grant administrative activities, including designing request for proposal processes, assembling application materials, coordinating budgets, obtaining required signatures, and managing deadlines to ensure timely submission of grant proposals 

• Manage CCAC post-award administrative activities, including tracking grant requirements, compliance deadlines, grant deliverables and other activities described below 

• Prepare and maintain comprehensive grant files and records, including grant agreements, compliance documentation, certifications, and correspondence with funders 

• Develop and maintain grant tracking systems and databases to monitor grant status, budgets, and compliance timelines 

• Work with the Finance team to ensure grants are coded accurately in the accounting system and financial reports align with grant requirements 

• Coordinate preparation of grant reports by program managers, including progress reports, financial reports, final reports and annual renewal applications 

• Monitor regulatory changes and grant compliance requirements; educate program staff on new requirements and policy updates 

• Communicate regularly with funding agencies regarding grant status, compliance questions, and reporting requirements 

• Provide administrative support to grant writing efforts, including compilation of organizational information required by funders and support with budget preparation 

• Maintain confidentiality of sensitive grant information and demonstrate strong organizational ethics and professionalism 

CORE COMPETENCIES 

• Oral Communication: Speaks clearly; listens and requests clarification as needed; responds well to questions. 

• Written Communication: Writes clearly and professionally; demonstrates strong grammar and attention to detail; presents data effectively; able to read and interpret grant documents and funding requirements. 

• Attention to Detail: Demonstrates meticulous accuracy in managing grant documents, compliance requirements, and financial data; catches errors and inconsistencies before they impact compliance or funding. 

• Organization and Planning: Manages multiple priorities and deadlines simultaneously; maintains well-organized systems for tracking grants and deliverables; demonstrates ability to work independently and self-direct. 

• Technical Skills: Proficient in Microsoft Office Suite; comfortable learning and using new software systems; able to troubleshoot technical issues and adapt to new technologies. 

• Teamwork and Collaboration: Works effectively with program staff, finance team, and external partners; balances team and individual responsibilities; communicates clearly across departments. 

• Reliability and Professionalism: Dependable and professional; maintains high ethical standards; demonstrates commitment to supporting CCAC's mission and values. 

QUALIFICATIONS 

• Bachelor's degree in business administration, nonprofit management, public health, or related field 

• Minimum three (3) years of professional experience in grant or contracts administration 

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and project management software 

• Experience with finance tracking software, like QuickBooks, Aplos or similar platforms 

• Strong written and verbal communication skills; ability to communicate effectively with diverse stakeholders 

• Excellent organizational skills with ability to manage multiple complex projects and deadlines simultaneously 

• Experience with nonprofit or government grant administration and contracting, in a position that has led a grantmaking or request for proposals process 

• Experience with grants management systems (such as Fluxx, Alfresco, or similar platforms), preferred 

• Familiarity with environmental justice, climate equity, or public health issues, preferred 

TRAVEL 

Occasional travel to CCAC's offices in Bakersfield, Sacramento, and other California locations as needed for grant meetings and grant-related activities. 

DRIVING AND LICENSE REQUIREMENTS 

A valid California Driver's License is required for grant-related activities in the field. 

PHYSICAL REQUIREMENTS 

May be required to obtain COVID and/or Influenza vaccinations. Ability to sit at a desk and use a computer for extended periods. Ability to lift and carry documents and materials up to 20 pounds. 

AUTHORITY AND SUPERVISORY CAPACITY: Will work with Executive Team to manage contracts and grants. May supervise staff and interns as assigned, if team grows, but currently none are assigned.   

ACCESS TO SENSITIVE INFORMATION: Must maintain confidentiality of personal client, staff and partner information exposed to when working in files and preparing reports.