Government Grants Manager in Oakland, California at Alameda Health System Foundation

ABOUT US

Alameda Health System Foundation (AHS Foundation) is a 501(c)(3) nonprofit that seeks private contributions and corporate and foundation grant funding for the East Bay region’s largest public health and safety-net hospital and clinic network, Alameda Health System (AHS). AHS’s network of facilities includes Alameda Hospital, Wilma Chan Highland Hospital Campus and Level 1 Trauma Center, John George Psychiatric Hospital, San Leandro Hospital, Fairmont Hospital, and outpatient Wellness Centers in East Oakland, Hayward, and Newark.

We advance health equity throughout Alameda County by securing funding and community support for Alameda Health System’s (AHS’s) strategic priorities that increase access to quality care, address unmet social needs, and build a community-centered workforce. AHS Foundation’s office is located in Oakland.

Equal Opportunity Employer

As an equity-centered organization, we seek individuals with diverse skills and experiences to reflect and serve our community. We strongly encourage women, people of color, LGBTQ+ folks, people with disabilities, foreign-born residents, bilingual individuals, and veterans to apply. The Foundation is an equal-opportunity employer. Applicants will not be discriminated against because of race, color, creed, sex, sexual orientation, gender identity or expression, age, religion, national origin, citizenship status, disability, ancestry, marital status, veteran status, medical condition, or any protected category prohibited by local, state, or federal laws.

OTHER INFORMATION

All employees are required to show proof of vaccination against Flu and COVID-19, annually. Employees may be required to wear masks in public spaces of the office, including in open cube areas.

About the role

The Government Grants Operations & Compliance Manager is responsible for overseeing post-award grant administration operations, including spend-down compliance, financial monitoring, invoice and AP coordination, reporting, and grant closeout. This role ensures adherence to federal, state, and local regulations while strengthening internal systems to support effective and scalable grant management.

This position supervises at least one direct report and serves as a key liaison between program, finance, and leadership teams to ensure grant-funded initiatives are compliant, well-coordinated, and aligned with organizational priorities. The Manager serves as the Foundation's lead representative in day-to-day funder relationships, and brings deep operational expertise in post-award grants management, with the ability to build and maintain systems, manage compliance-intensive processes, and coordinate effectively across departments.

What you'll do

KEY RESPONSIBILITIES

1. Grant Operations & Compliance

Manage the full post-award lifecycle of government grants, including spend-down compliance, invoice processing, AP review and approval, progress reporting, and grant closeout;Ensure compliance with all applicable federal, state, and local regulations (e.g., Uniform Guidance/2 CFR 200), as well as funder-specific requirements;Maintain complete and audit-ready documentation, including grant agreements, budgets, reports, and compliance records;Oversee grant compliance and proactively identify and resolve issues;Track deadlines, deliverables, and milestones using project management tools (Outlook, Asana, SharePoint);Coordinate execution of grant agreements, contracts, and amendments, including routing signature documentation to appropriate leadership;Support pre-award coordination for new grant submissions, including assembling submission packages and liaising with the partner medical staff program teams who develop grant proposals;

2. Operations, Systems & Process Improvement

Design and maintain efficient grant management systems, tools, and workflows;Develop and standardize internal processes for grant compliance, reporting, and documentation;Develop, maintain, and update grants management SOPs and internal compliance policies;Align invoice processing SOPs across the grants team and program teams; establish shared standards for invoice routing, documentation, and approval to reduce inconsistency and compliance risk;Design and deliver training and communications to internal stakeholders on grant compliance, reporting requirements, and process changes;Lead process improvement initiatives to increase efficiency, transparency, and accountability;Document current processes and recommend best practice improvements based on peer organization standards;Strengthen organizational infrastructure to support scaling of grant-funded programs.

3. Reporting & Data Management

Oversee the collection, validation, and analysis of programmatic and financial data for grant reporting;· Prepare and/or review timely and accurate reports to funders in accordance with grant requirements;Serve as the data owner for the organization's CRM (Raiser's Edge); responsible for entering, maintaining, and ensuring the accuracy and completeness of all grant records, deadlines, financial information, and activity logs; Generate and distribute regular CRM reports to leadership and relevant stakeholders; translate grant portfolio data into clear summaries that support organizational decision-making and funder communications;Maintain data integrity across all grant management systems and databases (Raiser's Edge, SharePointMaintain comprehensive and up-to-date grant records and reporting documentation

4. Financial Monitoring and AP Coordination

Monitor grant budgets and identify needs for reallocations or no-cost extension requests;Manage budget modifications, reallocation requests, and no-cost extensions;Review, approve, and process (when necessary) invoices and vendor payments charged to grant funds; ensure costs are allowable, allocable, and properly coded in accordance with grant requirements;Coordinate grant-funded invoice processing through Lawson (or successor AP system); work with Finance to define and document a clear workflow for invoice routing, coding, and approval on grant-funded expenditures; Coordinate with Accounts Payable on grant-funded expenditures to ensure timely and compliant payment;Establish and maintain tracking of Facilities & Administrative (F&A) costs and indirect cost rates across all grants; ensure indirect costs are budgeted and claimed where allowable under grant agreements; work with Finance to develop a consistent methodology for recording and recovering F&A costs going forward; Support audit preparation and financial compliance reviews.

5. Stakeholder & Funder Relationship Management

Serve as the Foundation's lead day-to-day representative with government funders; manage routine funder communications, meetings, and relationship updates, and support senior leadership on high-level funder engagements;Serve as the internal liaison between program teams, finance, and leadership on all grant-funded initiatives;Facilitate cross-departmental coordination to ensure timely submission of deliverables;Provide guidance and training to staff on grant compliance, documentation, and reporting expectations;Coordinate with program, clinical, operations, finance, and leadership teams as needed.

6. Supervisor Responsibilities

Directly supervise at least one (1) grants operations staff member;Provide onboarding, training, performance feedback, and professional development support to direct reports;Delegate and coordinate work across the team to ensure grant deadlines and compliance obligations are met;Participate in hiring and onboarding of future grants management staff as the portfolio grows.

7. Growth & Strategic Support

Assess organizational readiness for new funding opportunities, including compliance requirements, reporting burden, and program fit;Conduct prospect research to identify new federal, state, and local funding opportunities aligned with organizational priorities;Maintain a pipeline of funding opportunities and track submission timelines in coordination with program leadership.

Qualifications

Education:

Bachelor's degree or equivalent experience in Business, Public Health, Public Administration, Nonprofit Management, or related field

Experience:

· 5+ years of experience in grants administration, data management, and/or nonprofit environment

· Demonstrated experience managing complex projects with multiple stakeholders

· Experience supervising or leading at least one staff member;

Technical Skills:

· Advanced proficiency with Microsoft Office Suite (Teams, SharePoint, Word, Excel, PowerPoint, Outlook);

· Proficiency with CRM or grants management databases; experience with Raiser's Edge strongly preferred;

· Familiarity with project management tools (Asana or equivalent);

· Ability to learn and utilize web-based information systems.

Core Competencies:

· Excellent organizational and time management skills with exceptional attention to detail;

· Strong written and verbal communication skills;

· Ability to interpret and apply grant regulations, policies, and procedures (including Uniform Guidance/2 CFR 200);

· Strong interpersonal skills and ability to work effectively with cross-functional, diverse teams;

· Ability to exercise independent judgment and initiative within established policies and procedures;

· Demonstrated commitment to health equity and safety-net health systems;

· Flexibility and adaptability in a dynamic organizational environment.

PREFERRED QUALIFICATIONS

· Experience with Raiser's Edge and/or Salesforce CRM systems;

· Familiarity with government grants compliance requirements (Uniform Guidance/2 CFR 200);

· Experience with invoice review, AP approval workflows, and expense documentation for grant-funded programs;

· Familiarity with grant spend-down compliance and closeout procedures;

· Knowledge of Facilities & Administrative (F&A) cost rates, indirect cost recovery, and cost allocation methods under federal grants;

· Knowledge of healthcare or public health grant programs;

· Grant writing or prospect research experience;

· Experience in a healthcare or public health setting;

· Experience with organizational change management or process improvement.

PHYSICAL REQUIREMENTS AND WORK ENVIRONMENT

· Activity: Sit continuously (more than 2/3 of work shift); stand and walk occasionally (up to 1/3 of work shift)

· Motion: Bend/twist, carry/lift, reach, and squat up to 1/3 of time

· Weight Lifted: Up to 10 lbs occasionally

· Use of Hands: General and precise motor function; repetitive motion 1/3 or more of time

· Work Environment: Office setting with computer terminal work; tasks involve no exposure to blood, body fluids, or tissues

The pay range for this role is:90,000 - 120,000 USD per year(Oakland, CA)