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Grant and Compliance Associate
Full Job Description
Position Title: Grants and Compliance Associate
Reports to: Finance Manager
Location: Gallup, New Mexico (based at the COPE office)
Position Type: Full-time, exempt (on occasion, might include evenings and weekends)
Community Outreach and Patient Empowerment (COPE) is a Native-controlled, community-driven non-profit 501(c)(3) entity based in Gallup, NM. COPE’s vision is to eliminate health disparities and improve the wellbeing of American Indians and Alaska Natives. The three areas of strategic focus for COPE’s work are:
- Improving health care delivery to Native families through community-based outreach and health systems strengthening.
- Increasing access to healthy foods and promoting food sovereignty in tribal communities.
- Strengthening local capacity and partnerships to bring about system-level change.
The COPE Grants and Compliance Associate will work under the supervision of the Finance Manager. The Associate will be responsible for supporting administrative activities and reporting for all grants awarded to COPE. This will include coordinating finance and reporting to funders, supporting contracts with subrecipients), monitoring finance and tracking expenses related to the funding source and generating relevant finance reports. In addition, the Associate will support preparation of grant proposals, including support with generating budgets, collecting documentation from staff and collaborators, and providing administrative support for grant submissions in a timely and accurate manner.
The principal responsibilities of the position will include:
Support Grant Management for awarded funds
- Provide support to the Finance Manager with timely expense tracking, generation of finance reports, preparing and uploading submission of grant reports.
- Support accounting and finance activities including reviewing invoices, monitoring payments to sub-contracts and stakeholders, accounting and expense reporting, reviewing monthly expenses, supporting budget monitoring, and supporting annual financial audits as needed.
- Support the execution of contracts, including grant agreements, service agreements, and sub-recipient agreements.
- Maintain accurate and complete electronic and hard copies of grant files.
- Support the Program Director in efforts and activities to maintain continuous organizational compliance as well as any identified quality improvement initiatives.
- Gather data, records, reports, and other information relevant to grant initiatives.
- Maintain strict confidentiality of business related information.
- Support grant administration communication and maintain access to grant portals in compliance with COPE processes.
- Troubleshoot and problem-solve any problems related to grant administration.
- Perform other relevant duties as needed.
Support Grant Administration for applications
- Provide support in the coordination and communication to compile and format documentation required for grant proposals.
- Support grant submissions including the preparation of administrative sections of grant proposal, coordinating all required steps of the submission, and carrying out submission of the proposal.
- Maintain electronic files and track grant submission and results including via portals as applicable.
- Under the guidance of the Finance Manager support Grant Administration communications, maintain access to grant portals and points of contact for communications related to grant administration.
- Troubleshoot and problem-solve any problems related to grant submissions.
- Perform other relevant duties as needed.
Program Team support
- Under the guidance of the Finance Manager work closely with the Program teams, including Senior Specialists and Program Managers to support day-to-day activities of program teams as needed.
- Assist with budget monitoring for all grant awards by coordinating monthly meetings with all Program leads.
- Maintain close communication with the Program Director and Program Managers to ensure timely and accurate reporting, and achievement of milestones and work plan deliverables.
- Support planning, coordination, and carrying out site visits.
- Perform other relevant program support duties as needed.
- Bachelor's Degree + 2 year relevant experience or Associate’s Degree + 3 years relevant experience; or 5+ years relevant work experience.
- At least 2 years of grant administration experience including managing a federal grant.
- Demonstrated track record in grant and finance management of similar programs and/or organizations.
- Strong and proven technical skills in grant management.
- Leadership skills, reflected in the ability to listen to diverse perspectives, make sound judgement based on organizational priorities, and provide effective and transparent communication regarding the process and outcomes of organizational decision making.
- Detail orientated with the ability to quickly master subject matter and see it in the context of a broader operational framework.
- Ability to reflect Diné values and be role model in positivity for partners and staff.
- Knowledge of Navajo culture and local health system and experience working on Navajo Nation required.
- Prior experience in complex, fast-paced environment while maintaining attention to detail.
- Ability to exhibit a professional, positive attitude, empathy, and strong work ethic.
- Demonstrated willingness to learn and receive constructive feedback.
- Demonstrated intellectual independence and ability to take initiative.
- Excellent written/oral communication and interpersonal skills and ability to work across a range of cultures, personalities, and competencies.
- Respect for the chain of command.
- Strong analytic, organizational, and time management skills.
- Honesty, accountability, and transparency with a commitment to equity in Indigenous communities.
- Ability to manage uncertainty and challenges while maintaining positivity.
- Ability to work closely with staff across COPE’s programming to advance community driven work.
- Computer and database skills in Office 365, including Excel, Powerpoint, Publisher, and Microsoft Word, Outlook, Teams, and knowledge of electronic accounting systems.
- Professionalism, as demonstrated by impeccable confidentiality and diplomacy, ability to lean into challenging situations with equanimity, humility, and respect.
- Must be able to work under pressure, and be flexible with last minute requirements and requests.
- Commitment to health and social justice.
- Favorable background check required.
- Immunization documentation required.
- Experience working for a non-profit.
- Experience supervising three or more direct reports.
- Ability to live in Gallup, NM, or the surrounding area, full-time.
- The Grants and Compliance Associate on occasion may need to work outside normal business hours to meet deadlines and fulfill job requirements.
- Must have own reliable transportation and be willing to use it for work travel on Navajo Nation as needed.
- This position may require up to 10% of travel across Navajo Nation. (All work trips are reimbursed in alignment with COPE’s policy).
- For any approved remote work, the individual must have a separate private space for virtual work, high speed internet, and excellent cell phone connectivity.
Community Outreach and Patient Empowerment (COPE) is committed to the fundamental principle of equal opportunity and equal treatment for every prospective and current employee. It is the policy of COPE not to discriminate on the basis of race, color, national or ethnic origin, ancestry, age, religion, creed, disability, sex and gender, sexual orientation, gender identity and/or expression, military or veteran status, or any other characteristic protected under applicable federal, tribal, state, or local law. COPE works in and with governments in the U.S., and to the extent applicable, this statement is intended to incorporate the prohibition of any unlawful discrimination covered by applicable laws in such Tribal Nations, states and municipalities.
Commitment to Safeguarding and Prevention of Sexual Exploitation, Abuse, and Sexual Harassment:
At COPE, we are committed to ensuring that those who benefit from our work, including community members, families, partners, patients, as well as students, contractors, staff, and visitors are treated with dignity and respect and protected from sexual exploitation, abuse, and harassment. COPE will not tolerate its employees, volunteers, consultants, or any other representatives associated with the delivery of our work carrying out any form of sexual abuse or sexual exploitation, failing to report any allegations of sex abuse or sexual exploitation, or retaliation against those who report or participate in investigations. A range of pre-employment checks will be undertaken in conformity with COPE’s policy.
COPE will request information from applicants’ previous employers about any findings of fraud, harassment, sexual harassment and any form of systemic abuse or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures. Successful candidates will undertake the appropriate level of training and are responsible for ensuring that they understand and work within the safeguarding policies and procedures of the organization.
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