Grants Coordinator

    • Job Tracking ID: 512365-649121
    • Job Location: Petaluma, CA
    • Job Level: Mid Career (2+ years)
    • Level of Education: BA/BS
    • Job Type: Full-Time/Regular
    • Date Updated: September 13, 2018
    • Years of Experience: 2 - 5 Years
    • Starting Date: ASAP
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Job Description:

The Petaluma Health Center’s mission is to provide high quality health care, with access for all, in Southern Sonoma County. The Center accomplishes this mission through collaborative, innovative programs, services and referral resources that meet the economic needs of the entire community.

The Petaluma Health Center is an eight-time award winner in the North Bay Business Journal’s Best Places to Work for 2017, 2016, 2015, 2014, 2013, 2012, 2011 and 2009 and we were named as one of '2015 Healthiest Companies in the North Bay' by the North Bay Business Journal.

We are a Federally Qualified Health Center (FQHC) that provides primary medical care and mental health services to residents of Petaluma, Rohnert Park, Cotati, Penngrove and surrounding areas. We are organized as a private, non-profit corporation and governed by a consumer and community led Board of Directors.

For more information about us, please visit us at

Position Title: Grants Coordinator

Summary: The Grants Coordinator provides leadership in the development and implementation of regulatory strategies, practices, and processes to assure compliance with federal, state and accrediting body standards and regulations. The Grants Coordinator is responsible for providing management support in the development and submission of regulatory programmatic deliverables related with the HRSA Health Center Program. The Grants Coordinator works closely with the Chief Administrative Officer to ensure compliance with federal, state, and local standards and regulations and must be able to exercise discretion and independent judgement in their work.

Areas of Responsibility:

Regulatory Compliance Administration:

  • Work with Regulatory Affairs Program Coordinator and Chief Administrative Officer to develop successful internal regulatory strategies and processes to assure compliance with standards and regulations of diverse federal, state, and local programs, such as the HRSA Health Center Program, Federal Torts Claims Act Program, and the Bureau of Health Workforce National Health Service Corps Programs
  • Under the direction of the Chief Administrative Officer, develop and implement systems to ensure documentation of regulatory compliance with HRSA Health Center Program, Federal Torts Claims Act (FTCA) Program, and Bureau of Health Workforce programs
  • Provide leadership in the day-to-day activities required to ensure compliance with the HRSA Health Center Program, FTCA, and Bureau of Health Workforce programs
  • Conduct regular internal audits and manage preparation for HRSA programmatic compliance audits and operational site visits
  • Participate in multidisciplinary committees to foster collaboration with department leads, as appropriate, to develop and implement effective health center regulatory compliance plans

Grants Compliance Administration:

  • Manage HRSA programmatic deliverables online through Electronic Handbook
  • Provide ongoing fundraising and development support by researching, evaluating, and identifying a comprehensive scope of funding opportunities and prospective funding partners to maximizes grant support for health center programs and operations
  • Provide direction and leadership in the development of compelling fundraising written material to position health center for federal, state, and private funding opportunities
  • Develop project management plan for each grant proposal/application and communicate progress regularly to appropriate staff members
  • Provide direction in the development of grant proposals and all supporting documents in response to request for funding solicitations and coordination of all pre-award and post-award activities
  • Maintain an internal database (Smartsheet) on active grants and related reporting requirements
  • Participates in the daily/annual departmental responsibilities including strategic planning; operational plan, implementation; and the development of policies and procedures related to grants proposal development and post-award compliance processes
  • Regularly updates and maintains a Monthly Board Grants Log/Calendar to track received, pending and declined awards as well as relevant dates for contacting funders, submitting proposals and preparing reports
  • Managing, auditing, and scheduling of grant reports
  • Attend trainings, internal and external meetings, and conferences, as appropriate
  • Other responsibilities assigned by Chief Administrative Officer

Government Loan Repayment Programs Administration:

  • Develops and implements program administration protocols and workflows to facilitate participant and site compliance with government loan repayment program requirements
  • Provides direction and oversight in the tracking of loan repayment participants’ worked hours and monitoring of progress towards service commitments
  • Works with Regulatory Affairs Program Coordinator and multidisciplinary team in order to implement effective processes that will promote healthcare provider eligibility for government loan repayment programs
  • Provides education to appropriate on loan repayment program requirements and serves as a resource to current and prospective government loan repayment program participants

Experience and Skills:

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.


  • Master’s Degree in Health Systems Administration, Health Administration, or related field preferred
  • Bachelor’s Degree in Business Administration, English, Public Administration, Public Affairs, Political Science or related field
  • 3 - 5 years’ experience working with grants writing, administration and/or other development or fundraising activities
  • 2 years’ experience in a federally qualified health center setting preferred

Desired Skills:

  • Ability to work independently and with little direction
  • Ability to manage competing priorities
  • Ability to understand health center needs for funding
  • Knowledge of federal, state, local and private standards and regulations
  • Strong time management and prioritization skills
  • Ability to track and manage programmatic and regulatory reporting requirements
  • Ability to communicate well with internal and external partners
  • Ability to exercise sound judgement and discretion
  • Strong ethical character capable of handling confidential and financial information
  • Excellent organizational skills and attention to detail

Language Skills: College-graduate English skills.

Mathematical Skills: College- graduate mathematical skills.

Reasoning Ability: Ability to recognize problems, collect data and establish facts.

Computer Skills: High level of computer literacy and proficient in MS Office (Word, Excel and Outlook).

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Movement within health center complex environment repeatedly throughout the day
  • Ability to write by hand, use phone, use computer keyboard and mouse extensively to perform general office functions
  • Manual wrist and finger dexterity and wrist-finger speed sufficient to perform repetitive actions for extended periods of time
  • Repetitive motion with word processing and data entry
  • Heavy phone use
  • Ability to effectively communicate by hearing continuously and speech in a manner which can be understood by a diverse population
  • Ability to give and follow verbal and written instructions with attention to detail and accuracy
  • Must have visual acuity near and far (20 inches to 20 feet), depth perception, field of vision, ability to focus on an object, ability to identify and distinguish colors
  • Ability to sit or stand for extended periods of time (minimum periods of one (1) hour at a time)
  • Ability to frequently walk, bend, squat, stoop, kneel, twist, crouch, and climb with the use of a step stool
  • Ability to grasp, hold and pick up and reach with hands and arms
  • Ability to frequently lift and or move up to fifteen (15) pounds
  • Ability to occasionally lift and carry up to twenty-five (25) pounds (periodic lifting of supplies or equipment)
  • Ability to coordinate multiple tasks simultaneously
  • Ability to travel to and from other health center sites and community locations

Petaluma Health Center is an equal opportunity employer.

Please apply directly through our career page at