Grant Administrator

Employer
Behavioral Health System Baltimore (BHSB)
Location
Baltimore, MD
Posted
Oct 15, 2021
Closes
Oct 18, 2021
Ref
145865236
Function
Administrative
Industry
Nonprofit
Hours
Full Time
Behavioral Health System Baltimore (BHSB) is seeking candidates for the position of Director, Special Populations, to work full time out of our Baltimore, Maryland, office. The Grant Administrator reports to the Director, Grants Accounting and is responsible for contractual and financial grants' administration and related duties for the GBRICS (Greater Baltimore Regional Integrated Crisis system) project. The Grants Administrator's work focuses on grant-related functions, including sub-vendor contracting and monitoring, budget and expense analysis, invoicing, financial reporting, reconciliations, grant close-out and grant records maintenance. This position is responsible for managing award(s) as well as a portfolio of sub-vendors procured under each. This position will work closely with the Contract, Program and Quality teams in the overall management and monitoring of sub-vendors' contracts to ensure accuracy, accountability, and conformity with established organization's policies and procedures. Proactively assists all stakeholders (internal and external) in understanding and managing BHSB's contracting process. This position is budgeted for five years. The Greater Baltimore Regional Integrated Crisis System (GBRICS) Regional Partnership is a new initiative that will invest $45 million over five years in behavioral health crisis response infrastructure and services. It was developed with the collaboration of 17 hospitals, four local behavioral health authorities, and leaders in Baltimore City, Baltimore County, Carroll County, and Howard County with the overall goal of reducing unnecessary Emergency Department (ED) use and police interaction for people in behavioral health crisis. This position works within the Finance department, which manages the fiscal, contracting for the organization. The department provides oversight of private and public funding awards, contracts issued to sub-vendors, grants accounting, and administrative support for organizational-wide work. Activities include oversight of procurements, issuance of letters of awards, monitoring of budgets and budget modifications, tracking of contract deliverables, and assurance that all funds are properly utilized and expended. Essential Functions Manage a contract portfolio of GBRICS sub-vendors and consultants. Review and manage internal pre-award contract request from inception to execution. Ensure that contract request amount is in alignment with approved grant funds. Review funding documents for scope of work, terms, and specific content based on funding type. Provide internal follow-up with BHSB departments regarding incorrect or insufficient information for contract request. Prepare Letters of Awards/Letters of Intent for Director of Contracts review and execution and issue to Sub-vendor. Manage grant recipient funding notifications, including modifications and issuance of contract amendments. Review contract terms and conditions for accuracy and alignment with funding. Review and prepare contract Attachment documents for electronic signature from the BHSB President and CEO and grant recipient. (Examples include Business Associate Agreement, Debarment and Suspension Certification, Liability Insurance) Electronically file and store pre- and post-contract documents for record retention. Monitor grant recipient contract compliance in conjunction with other BHSB departments. Assist with BHSB Procurement processes. Provide technical grants accounting support work for GBRICS developing budgets and budget revisions for grants and sub-vendor contracts. Complete appropriate budget forms and submit budgets and budget modification requests to funding sources. Prepare accurate and timely interim and final expenditures reports and submit them as required by funding agencies. Prepare accurate and timely financial reports on grants for internal management as needed and as requested by funding agencies. Review monthly grant statement of revenues and expenditures for discrepancies, variances and unusual expenditures. Prepare and coordinate with the Accounting Manager to process journal entries. Prepare invoices and submit them to funders. Follow up on outstanding balances from funders to determine status of payment. Ensure internal and external parties' compliance with local, state and federal rules and regulations as applicable by providing guidance on grant related fiscal matters. Enter and/or update grant budgets in Microix upon receiving a fully executed agreement from the funding agency and any subsequent budget modifications. Perform monthly and end of the fiscal year and grant year revenue and expenditure reconciliations. Follow up on outstanding balances from sub-vendors. Provide technical assistance to sub-vendors on budget preparations, financial reporting, and contract requirements. Review and analyze sub-vendors' budgets, budget supplements/reductions and modifications for accuracy, allowability and reasonability of costs. Review sub-vendors and consultants expenditure reports and any supporting documentation as submitted by sub vendors in the Contract Management System (CMS) for accuracy and fiscal compliance with the terms of the contracts and to ensure that grant funds are properly utilized and expended. Obtain proper approvals prior processing for reimbursement. Process sub-vendor invoices in Microix system and enter account codes with payment and vendor information. Receive and review sub-vendors' Annual Reports for the close out of the grant. Complete Sub-Vendors' confirmation letters for their independent audits. Participate in funding agencies' fiscal site visits and audits. Participate in internal and external GBRICS meetings and present grant financial reporting. Keep abreast on grant provisions, conditions, requirements, and restrictions. Maintain grants records and files. Collaborate with BHSB GBRICS staff on areas of concern in relation to sub-vendors. Participate in organization's Grant Review and Technical Assistance meetings. Work effectively and collaboratively with others, both internally and externally. Uphold and operationalize the values of BHSB, which are Integrity, Equity, Innovation, Collaboration and Quality. Consistently work to apply a lens of equity, inclusion, and anti-racism. Serve as part of BHSB's disaster response team as needed, in any capacity that is needed. Perform other duties as assigned Knowledge, Skills and Abilities Bachelor's Degree in business administration, Human Services Administration or other affiliated field of education required. Professional experience and/or training in managing and processing contracts and/or grant awards preferred. Basic knowledge of general grant funding terminology and contract terms and conditions. Previous grant and or contract monitoring a plus. Must be proficient in Microsoft Office and Outlook 365. Excellent interpersonal and writing skills. Highly organized and time organization. Strong attention to detail. Ability to appropriately prioritize tasks and responsibilities. Ability to function as a member of a highly interactive team. Able to organize workload around deadlines. Contract management and negotiation skills. Knowledge of grant funding terms (Examples include allocation, level-funded, modification, initial award). Effective computer skills. Proficient using Microsoft Office Suite Word, Excel, Outlook and PowerPoint Ability to interact in a virtual environment This position has no supervisory responsibilities. Benefits BHSB offers its employees a competitive benefits plan which includes and is not restricted to comprehensive Medical and HRA, Dental and Vision coverage, as well as a choice of four FSA plans and an employee paid Legal benefit. BHSB offers employer paid life insurance, short-term and long-term disability as well as a 403(b) plan and generous PTO. Culture BHSB is a nonprofit organization that provides leadership in advancing behavioral health and wellness. We advocate for and help guide innovative approaches to prevention, early intervention, treatment and recovery to help build healthier individuals, stronger families and safer communities. We work to demonstrate cultural competence and a commitment to the infusion of equity and inclusion principles into all areas of our work. BHSB respects and values diversity and is committed to creating a culture that is inclusive. BHSB is proud to be an Equal Opportunity Employer. BHSB strives to embody Integrity, Equity, Innovation, Collaboration and Quality in all of our work. We work to demonstrate cultural competence and a commitment to the infusion of equity and inclusion principles into all areas of our work. BHSB - About Us

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